Administrative Assistant

Lakeridge Health Corporation; Oshawa; On-site; CAD 41,000 - 55,000; Full time

Job summary

Lakeridge Health in Oshawa is seeking an Administrative Assistant II to provide high-level administrative support to the Research Program and Director. The role demands exceptional organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced healthcare setting.

Reporting to the Manager of Research, you will handle reception, calendars, minutes, correspondence, and data management while upholding confidentiality and professional standards.

Qualifications

• Diploma in Executive Office Administration or equivalent experience in a related role.
• Minimum three years of progressive administrative support experience.
• Strong written and verbal communication skills; ability to produce professional correspondence and minutes.

Responsibilities

• Provide reception and respond to inquiries from staff, physicians, researchers and external stakeholders.
• Coordinate meetings, webinars, events, room bookings, catering, agendas and materials.
• Take, transcribe and distribute accurate meeting minutes.
• Manage calendars and scheduling for Director and Research leadership team.
• Prepare, format and distribute reports, presentations and communications.
• Maintain databases, electronic filing and departmental records.
• Support research program activities, education sessions and onboarding of volunteers/students.
• Ensure confidentiality when liaising with internal and external stakeholders.
• Travel may be required to support activities across sites.

Skills

Communication

Organization

Time management

Discretion

Independent work

Team collaboration

Education

Executive Office Administration Diploma

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Administrative Assistant

Department: LH Research

Program: Research

Status: Temporary Full Time (19 Month Contract) Days; 8 Hour Shifts (Subject to Change)

Location: Oshawa

Wage Schedule: $29.610 - $40.280 per hour

File Number: 2600002710

Lakeridge Health is more than a hospital. It is a health network that includes five hospitals, a long-term care home, a community-based surgical centre, and more than 30 community sites across the Durham Region. Guided by our vision of One System. Best Health. and supported by a dedicated team of nearly 9,000 staff, physicians, and volunteers, Lakeridge Health is a place where the best people want to start, grow, and finish their careers in health care. We are focused on fostering an environment that’s inclusive, compassionate, innovative, and joyful. This is Lakeridge Health!

Reporting to the Manager of Research, the Administrative Assistant II provides administrative and operational support to the Research Program and Director. This role requires exceptional organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment.

DUTIES AND RESPONSIBILITIES:

• Providing reception services and responding to inquiries from staff, physicians, researchers, and external stakeholders.


• Coordinating meetings, webinars, events, room bookings, catering, agendas, and meeting materials.


• Taking, transcribing, and distributing accurate meeting minutes.


• Managing calendars and scheduling for the Director and Research leadership team.


• Preparing, formatting, proofreading, and distributing correspondence, reports, presentations, and communications.


• Maintaining databases, contact lists, electronic filing systems, and departmental records.


• Supporting research program activities, education sessions, volunteer/student onboarding, and departmental projects.


• Liaising effectively with internal and external stakeholders while maintaining confidentiality.


• Other related duties as assigned.

Some travel may be required to support activities across Lakeridge Health sites.

QUALIFICATIONS:

• Graduate of an Executive Office Administration Diploma program or equivalent combination of education and related experience, preferably in healthcare.


• Minimum three (3) years of progressive administrative support experience.


• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Microsoft Teams (tested).


• Excellent written and verbal communication skills (tested).


• Demonstrated experience preparing professional correspondence, reports, and meeting minutes.


• Strong organizational, time management, and prioritization skills with the ability to meet competing deadlines.


• Proven ability to work independently and collaboratively in a fast-paced environment.


• Demonstrated sound judgment, discretion, and commitment to confidentiality.


• Strong attention to detail and commitment to quality.


• Experience maintaining databases and electronic records.


• Previous experience supporting a research program, clinical trials unit, research laboratory, or regulated drug studies is considered an asset.


• Must have a satisfactory performance record.


• Demonstrated commitment to Lakeridge Health's core values of Inclusion, Compassion, Innovation, Teamwork, and Joy.


• Demonstrated commitment to staff, patient, and environmental safety.

At Lakeridge Health, we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive, and accessible. We are committed to employing a workforce that is representative of the diverse community we provide services to and welcome applications from all qualified applicants from all backgrounds.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodation at any point during the application and hiring process, please contact [e-mail].

Unless specifically stated, all job postings at Lakeridge Health are to fill existing vacancies within our organization. Lakeridge Health may use artificial intelligence (AI) tools as part of the recruitment and screening process. A member of our Talent Acquisition team is actively engaged in the Recruitment and Selection process to ensure a fair and thorough assessment of applicants.

Lakeridge Health thanks all those who apply, however, only candidates considered for an interview will be contacted.

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.

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