Summary of Duties:

The Administrative Assistant will provide support to the Director of Operations, Tory Trauma Program; Tory Trauma Medical Chief; Patient Care Managers

• Drafting and composing various correspondence, reports, presentations and proposals on behalf of a committee or Director/Leadership team as required
• Coordinating and supporting multiple meetings: Preparing meeting materials (drafting agendas, preparing meeting packages, recording and writing minutes) while coordinating all logistics
• Preparation and submission of regularly scheduled reports
• Prepare and monitor staff payroll/time sheet submissions, vacation requests/responses
• Manage calendars, schedule meetings, schedule interviews, coordinate arrangements/correspondence, room reservations, catering, equipment as required, etc.
• Order and procurement of program supplies and equipment
• Process capital requests and track capital budget
• Managing the schedule of the Director and Medical Chief, including foreseeing conflicts, conference application/registration, and preparing expenditure reports
• Managing the calendars of Patient Care Managers Maintaining Unit Distribution Lists
• Maintaining system policy manuals including tracking approvals and distribution; key system user of program specific software
• Maintain account disbursements and manage monthly disbursements and financial process.

Qualifications/Skills

• Office Management Program at the College level or an undergraduate degree (excellent awareness of requirements to support diverse critical care and trauma units within the Tory Trauma Program).
• Must have 3-5 years’ experience in an administrative position supporting Director of Operations and Medical Chief (importance of liaising with key internal and external stakeholders and understanding operational and strategic priorities).
• Must have excellent working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Must be proficient in written and oral communication skills to support our requirement to read, edit and compose correspondence
• Must be organized in approaching work tasks and able to prioritize effectively to deal with competing demands
• Must be very adept at exercising tact and discretion when dealing with highly sensitive and highly confidential issues
• Must be able to demonstrate flexibility as well as a comfort level with taking initiative on a wide range of issues
• Must be proficient in preparing presentation documents (power points, creating your tables, graphs (i.e. bar, pie charts), forms, reports, and other database objects etc.)
• Proficient knowledge of Critical Care Nurse Training Fund (Ministry of Health and Long Term Care)
• Excellent interprofessional working relationships with diverse disciplines/professions
• Must have proficient knowledge of Critical Care Services Ontario (CCSO), Critical Care Services Ontario (CCIS), Critical Care Score Card & Quarterly Reports, Strategic Plans, Trillium Gift of Life, developing program newsletters, Mailchimp etc.
• Proficient knowledge and use of technology (i.e. virtual/in person meetings, etc.)
• Keyboarding at 60 w.p.m. with maximum 5% error rate
• Excellent analytic skills and judgment with ability to research and summarize administrative data
• Excellent communication skills (both verbal and written) and the ability to demonstrate good public relations with staff and external partners
• Excellent organizational, time management, office management, problem solving and interpersonal skills
• Contributes to a culture of respect and civility while demonstrating Sunnybrook HSC values
• Demonstrated good attendance record with the ability to maintain this same standard
• Must demonstrate high initiative and efficiency with attention to detail
• Demonstrated commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital related policies, health and safety legislation and best practices and completing relevant mandatory education as required