Administrative Assistant, Women & Children's Program - Jobs in Toronto, ON

Job Description

Company Biography:Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. We are also proud to be named one of Greater Torontos Top Employers for 2022! Learn more at shn.caFOR EXTERNAL APPLICANTS ONLY: As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital’s Workplace Health and Safety department.Position Overview:Reporting to the Director, Women & Childrens Program, the Administrative Assistant exercises considerable judgement and independence to provide complex and confidential administrative support. The Administrative Assistant would will lead and coordinate program initiatives, by providing coordination and administrative supportCompany Vacancy/Request for Transfer:The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.Responsibilities:

• Supporting the Director and Medical Leads for the respective clinical program areas
• Design and produce effective and attractive communication and presentation materials, e.g. statistical reports, summary reports, tables, charts and graphs, PowerPoint presentations, posters, flyers, brochures, labels
• Planning and participation on inter-organizational committees, working groups and meetings
• Scheduling appointments and supporting and proactively managing calendars
• Preparation of complex minutes, agendas, and conference bookings including teleconference and MS Teams/Zoom set up
• Track departmental project milestones, independently follow-up with project leads, and document percent completion and timelines
• Support the administration of project charters and other key initiatives
• Effectively communicate project expectations to project team members in a timely and clear fashion
• Follow up on the status reports for specified projects and complete the information for management
• Maintain and manage Program schedules through Outlook and using Excel and scheduling software including payroll preparation, and virtual meeting coordination
• Respond quickly to changes in projects/assignments/tasks and re-align priorities as the need arises
• Travel to all 3 hospital sites and additional satellite locations; as necessary
• Proactively anticipate the needs of the Management team. Compose reports, documents, internal and/or external correspondence for approval, utilizing a high degree of professionalism and sensitivity, and in compliance with organizational policies
• Manage academic appointment and renewals for department members, liaising with the University division as required
• Assist in developing academic portfolios, formatting curriculum vitaes, and coordinating applications for academic promotions
• Other duties as assigned

Requirements:

• Degree or diploma in office administration, healthcare or other related discipline
• Minimum 3-5 years recent working experience as an assistant, secretary with working knowledge of medical terminology
• Previous experience supporting projects is an asset
• Previous experience with Meditech, SAP and payroll entry is desired
• Demonstrated proficiency with MS Office Excel, Word, PowerPoint, Outlook, Adobe, database applications
• Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus: dealing effectively with internal customers, the community and regional partners
• Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and to coordinate multiple and competing demands and deadlines
• Proven decision-making and problem-solving skills to anticipate the needs of the Program
• Demonstrated project management skills to coordinate, direct, manage multiple priorities simultaneously to meet tight deadlines
• Strong analytical thinking and problem solving skills to make recommendations and resolve issue
• Proven ability in handling sensitive and confidential issues and information in a professional manner
• Demonstrated ability to work with minimal supervision, perform well in a hectic and stressful environment, and strong initiative and ability to follow-up and follow-through on duties
• Demonstrates values consistent with SHN’s Code of Conduct and is committed to fostering a healthy and positive work environment in accordance with Health & Safety policy and legislation
• Demonstrates an understanding of and commitment to SHNs comprehensive safety programs and practices including staff safety, patient safety, and environmental safety and participates in regular in-service education in this area
• Utilize protective equipment provided and identify and reports hazards
• Engages in ethical conduct and strives to understand and appreciate the diversity of our patient/staff population and community
• Demonstrates excellent work performance and attendance record

Accommodation Statement:Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.Learn more about our exciting opportunities by following SHNCareers on Twitter and on Instagram .Quick Apply

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