Administrative Assistant

Key Responsibilities

• Provides various administrative services to support the programs services and/or operations of an assigned unit/department.
• Coordinates work flow in support of unit/department programs/services/operations.
• Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination of information with others to provide services and resolve problems.
• Coordinates administrative matters for the unit/department (e.g. invoice processing maintaining supply inventory and purchasing supplies and equipment contracts PCard reconciliation human resource forms).
• Arranges scheduling and logistics of meetings Establishes and/or maintains filing and related office systems containing letters memoranda reports minutes regulatory records or clients files.
• Establishes and/or maintains filing and related office systems containing letter memoranda reports minutes regulatory records or clients files.
• Supports research administration (e.g. updating commons CVs coordinating publication materials)
• Monitors and maintains lists for the unit/department (e.g. generic team/department email accounts; contact lists using specialized software (e.g. within the Stakeholder Relationship Management system).
• Provides email calendar word processing spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching accessing manipulating verifying and setting up data and maintaining systems.
• Contributes to and provides input into unit business processes/ procedures.
• Provides backup support to team members during peak periods such as data entry or processing of forms and provides coverage for the main reception area as required.
• Performs other duties as assigned.

Knowledge and Skills

• Expertise in Word Excel and PowerPoint.
• Knowledge of program specific administrative processes practices and procedures to provide a range of administrative services in support of service/program delivery.
• Knowledge and skills in the use of various general office and specialized software (spreadsheet accounts database management).

Education and Experience

• Completion of a postsecondary secretarial or administrative assistant program.
• Three years of related administrative support experience.

Attributes and Competencies

• Oral communication and interpersonal skills to respond to calls liaise with staff across the unit/department/organization.
• Written communication skills to draft responses to inquiries.
• Organizational skills to arrange logistics of meetings coordinate work flow and coordinate other administrative matters.

Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.

Note: Internal candidates will be considered first.

While we thank all applicants for their interest only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only and not for any other purpose.

PHO is committed to ensuring equity in employment. Our goal is to create a diverse inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to Once an applicant has been selected for an interview they can inform PHO about any accommodations they may require at any stage of the interview process.