We currently have a part-time opportunity for an Administrative Assistant in the Volunteer Resources department at our Bayview Campus. This position will require staff to work on-site.
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Hours of Work:
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Weekdays: Days, Mon to Friday – variable schedule between 8:00 a.m. – 4:00 p.m. occasional evenings/weekends for special events
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Role Overview:
This role provides general administrative support working collaboratively with a team of Volunteer Resources Coordinators (VRCs) across all sites to ensure an exceptional and positive experience for patients, visitors, and volunteers, through extensive contact with a variety of internal and external stakeholders.
Summary of Duties:
- Administrative functions such as supporting maintenance of volunteer management database, managing/creating Survey Monkey surveys, generating metrics, Dimensions payroll, Foundation Gateway, etc.
- Assists with corporate and departmental communications to volunteers, including monthly E-Bulletin, special updates, etc.
- Public relations and communications with internal & external stakeholders; effectively manage initial points of contact for three general departmental email accounts and voicemail box.
- Oversees department budget with Director. Accountable for inventory control/order supplies, (uniforms, IPAC items, software/hardware, etc.) using SAP Concur, SRM, etc. and manage invoices and payments efficiently.
- Coordinate process for review of new volunteer role proposals. (review by Risk Management, Human Resources, Infection Prevention & Control, Volunteer Resources and Privacy Office).
- Schedule in-person, virtual and hybrid meetings using Zoom, Room Manager, Catering Services and oversee department calendar and complete meeting minutes.
- Produce variety of departmental materials and documents including training materials, PowerPoint presentations, signage, fillable forms, surveys, etc.
- Supports the planning and execution of volunteer recognition events, including National Volunteer Week, Service Awards, Colin D. Irving Award, etc.
- Assist with ensuring accurate and current information on both external and internal websites (liaison with Digital Communications Team and using Content Clarity Management for Sunnynet)
- Work collaboratively with the Toronto District School Board High School Cooperative Education Program Leader – partnered with Volunteer Resources.
- Staff coverage at various sites
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Qualifications / Skills:
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- Post -secondary graduate preferred
- Strong literacy in software and digital applications including Microsoft Office and One Note, Survey Monkey, SRM E-Requisition, Dimensions, Room Manager, Zoom, Vsys One, Better Impact, etc.
- Excellent public relations, communication, interpersonal and customer service skills
- Strong organizational and time management skills
- Ability to prioritize, and complete time sensitive tasks
- Initiative, ability to work independently, as well as a member of a team, that covers all sites of Sunnybrook
- Adaptability, flexibility, as well as ability to respond to changing and competing priorities in an environment with frequent interruptions
- Demonstrates excellent judgment, tact, and diplomacy
- Minimum 3 years experience in an administrative role
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Qualified candidates are invited to submit their cover letter and resume (in one document)
Human Resources
Sunnybrook Health Sciences Centre
To apply, please click "Apply for Position" at the bottom of this page.