Administrative Assistant Manager

The Opportunity

Accountable to two (2) Managers in the Childrens Health Program (Ambulatory Surgical Care and Ambulatory Care Services) the Administrative Assistant provides high quality administrative and organizational support for the day to day operations of the Teams such as coordinate schedules maintains records and files and provides organizational support to teams and committees.

Responsibilities include but are not limited to:

Coordinates and assists with recruitment process including organizing interviews conducting reference checks preparing interview materials setting up IT access for new employees and initiating workflows
Provides high level support to the managers and maintains a high degree of confidentiality with all issues
Creates written correspondence and proofreads/edits material for accuracy
Types/transcribes reports photocopying and distributes accordingly
Provides administrative support to committees chaired by the Managers in particular minute taking and Meeting Planner
Provides logistic and organizational support for conference planning including arranging travel booking and expense recovery
Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes
Assists with budget tracking and monitors financial expenditures as required
Assists in the development of reports including gathering and compiling information
Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up as appropriate
Manages general office operations (orders supplies equipment maintenance environmental services claim expenses reports directs mail maintenance of filing system)
Provides coordination and administrative support for ad-hoc projects as assigned
Schedules/organizes appointments and meetings for managers
Other related duties as assigned

Hours of Work

7.5 hour shifts Monday to Friday Hybrid

Your Qualifications

Minimum High School Diploma or GED required
Graduate of a recognized Office Administration Program required.
Minimum three (3) years experience providing administrative/secretarial support required to management level preferred.
Keyboarding skills of 60 wpm preferred.
Excellent judgment diplomacy and discretion in handling confidential and/or sensitive information required.
Demonstrated superior IT skills with a thorough working knowledge of Windows Word Excel PowerPoint Publisher and Outlook required
Proven time management and problem-solving skills required.
Demonstrated excellent organizational skills strong communication (verbal and written) and interpersonal skills required. Excellent skill in minute taking
Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
Ability to work independently with minimal direction and/or supervision required.
Demonstrated high regard for quality accuracy and attention to detail required.
Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities
Previous experience in a health care environment an asset.
Experience with MEDITECH SAP/HASP Success Factors (HR) eSource and Internet an asset.
Competencies in other languages considered an asset; French preferred.