Administrative Support - Jobs in Edmonton

Job Description

Your Opportunity: The Administrative Assistant reports directly to the Executive Director of the Critical Care Strategic Clinical Network (CC SCN) and provides comprehensive administrative support to the ED and CC SCN Team. The incumbent is required to provide a high standard of interpersonal communication and must demonstrate confidentiality, flexibility, and initiative. The Administrative Assistant will be needed for both non-routine and standard assignments, and be required to use independent judgement to meet objectives and problem solve. The position will assist with the scheduling of meetings with senior leadership, physicians, and other key stakeholders. The incumbent will also be required to support the Senior Provincial Director (SPD) when the SPD’s Executive Assistant is absent. Description: Major accountabilities or functions of the position include, but are not limited to: Providing guidance, identifying areas of improvement and anticipating the needs of the portfolio to the Executive Director (ED). Relieving the ED of tasks within established limits (e.g. prioritizing, intercepting and redirecting or responding to inquiries; providing guidance to ED’s direct reports on matters such as reporting, policies, union agreements, team and external communications, delegation of authorities, vacancies and on-boarding; prioritizing intake from ED’s direct reports to ED and follow up on information requests and action items to ensure successful completion). Preparing meeting packages, ensuring relevant background material is available. Arranging all activities related to committee and working group meetings including preparation and distribution of meeting agendas. Maintaining a “bring-forward” database Developing and building teams: encouraging and building mutual trust, respect, and cooperation among team members. Maintaining a high standard of interpersonal communication demonstrating confidentiality, flexibility and initiative. The incumbent will be dealing with both non-routine and standard assignments and be required to use independent judgment in interpreting guidelines to meet objectives and problem solve. Managing complex calendars and scheduling meetings. Assisting with planning and coordinating local and provincial meetings. Providing administrative support (e.g. travel bookings, expense reports, payroll, etc.). Developing and updating office procedures and processes. Developing agendas, correspondence, presentations and various other documents as required. Coordinating the completion of recurring and ad-hoc reports and requests.Classification: Administrative Support Union: Exempt Unit and Program: Critical Care SCN Primary Location: Sunlife Place Location Details: Eligible to work remotely within Alberta Employee Class: Regular Full Time FTE: 1.00 Posting End Date: 04-AUG-2023 Date Available: 30-AUG-2023 Hours per Shift: 7.75 Length of Shift in weeks: 2 Shifts per cycle: 10 Shift Pattern: Days Days Off: Saturday/Sunday Minimum Salary: $19.36 Maximum Salary: $32.29 Vehicle Requirement: Not ApplicableRequired Qualifications: Post-secondary education and/or designation as a qualified Administrative Assistant or equivalent, a combination of equivalent experience and education may also be considered. Additional Required Qualifications: Applicant must have advanced knowledge of Windows and Microsoft Office Suite, extensive familiarity and expertise in the use of MS Excel, Outlook, Word, Visio and Power Point applications. Work performed may include a broad range of complex responsibilities involving confidential or technical information. Experience with Oracle, E-Manager, e-People, SharePoint, Markview and iExpense is an asset. Virtual Meeting applications e.g., Microsoft Teams, Zoom – including facilitation experience with breakout rooms, recording sessions, etc Online Survey Software e.g., REDCap, Select Survey, etc. Applicant must possess a proven ability to work independently and multi-task effectively in a fast-paced environment. Self-directed individual with strong interpersonal skills in dealing with all levels of team members and the public is a must. Successful applicant must be willing and able to adapt to new situations and continuous change. Flexibility and team approach are essential. Must maintain confidentiality and tact at all times. Preferred Qualifications: 2+ years’ experience within Alberta Health Services. Experience working with Senior Management. Experience working with Physicians. Experience with budgets and month end.