Administrative Assistant to Manager

The Opportunity

Accountable to two (2) Managers in the Diagnostic Services & MMGS portfolio (Diagnostic Imaging Clinical Managers) the Administrative Assistant provides high quality administrative and organizational support for the day-to-day operations of the team coordinating manager schedules facilitating meetings maintaining records and providing support to any committees/groups as required by DI leadership.

Responsibilities include but are not limited to:

• Provides high level support to both managers and maintains a high degree of confidentiality with all issues.
• 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).
• Schedules/organizes appointments and meetings for managers.
• 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.
• Organizes and maintains filing system including personnel files and recruitment processes.
• Creates written correspondence and proofreads/edits material for accuracy.
• Assists with budget tracking and monitors financial expenditures as required.
• Assists in the development of reports including gathering and compiling information.
• Provides administrative support to committees chaired by the Managers including scheduling minute-taking and record keeping.
• Provides logistic and organizational support for conference planning including arranging travel booking and expense recovery.
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Provides cross coverage for administrative assistant to DI medical staff when required.
• Other related duties as assigned.

Hours of Work

75 hours bi-weekly Monday to Friday Hybrid

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized office administration program business program or secretarial program required.
• Minimum three (3) years of experience providing administrative support to management level required. A combination of education training and progressively responsible experience may be considered.
• Medical terminology required.
• Previous experience in a health care environment an asset.
• Excellent judgment diplomacy and discretion in handling confidential and/or sensitive information 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
• 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 superior IT skills with a thorough working knowledge of Windows Word Excel PowerPoint Publisher and Outlook required.
• Experience with scheduling software radiology information system (RIS) SAP/HASP Success Factors (HR) eSource and Internet an asset.
• Competencies in other languages considered an asset.