Administrative Assistant - Community Integration - Regular Full-Time 2024-10192

Location: Bayview Campus/Remote

Position Summary:

As a member of the Community Integration and Outpatient Care portfolio, the Administrative Assistant provides administrative support to the portfolio. Reporting to the Director, North Toronto Ontario Health Team and the Director, Community Integration and Outpatient Transformation, the Administrative Assistant is an integral member of the team, providing support for all administrative office functions, with opportunities to work on special projects with multiple internal and/or external stakeholders.

Key Responsibilities:

• Meticulously manage multiple calendars, schedule meetings, coordinate arrangements/correspondence, room reservations, catering, equipment as required, etc.
• Prepare meeting material, supporting documentation, prepare/assist with presentations
  (i.e. power point, reports, etc.), attend meetings to provide support (i.e. take and type minutes, etc.)
• Review incoming mail/materials to determine their disposition and initiate action required; follow up to resolve problems and ensure appropriate completion
• Support the department in various activities such as data tracking, survey design and dissemination, etc.
• Develop regular communication materials related to the portfolio (i.e. social media, website updates, newsletters, etc.)
• Respond to letters and general correspondence of a routine nature
• Prepare and submit regularly scheduled reports
• Tracking of expenses (taxi vouchers, petty cash, employee expense forms, cell phone bills etc.)
• Prepare and monitor staff payroll/time sheet submissions, vacation requests/responses
• Order and procurement of departmental supplies and equipment
• Other administrative duties as assigned.

Qualifications/Skills

• Administrative Assistant/Office Management Program at the College level or an undergraduate degree
• Minimal 2 years’ administrative experience required
• Experience in healthcare an asset
• Must have excellent working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Ability to learn and work with digital tools
• Excellent written and oral communication skills to support our requirement to read, edit and compose correspondence
• Ability to make notes, minutes from dictation
• Demonstrate tack, discretion and good judgement in dealing with extremely sensitive and confidential issues required.
• Must be organized in approaching work tasks and able to prioritize effectively to deal with competing demands and attention to detail
• Must be very adept at exercising tact and discretion when dealing with highly sensitive and highly confidential issues
• Prepare all paperwork pertaining to Human Resources functions for the program such as new hires, employee changes, etc.
• Must be able to demonstrate flexibility as well as a comfort level with taking initiative on a wide range of issues
• Good problem-solving skills and an ability to work as a team member on projects
• Excellent analytic skills and judgment with ability to research and summarize administrative data
• Excellent attendance