Administrative Assistant

Women's College Hospital; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

Women's College Hospital is seeking a Regular Full-Time Administrative Assistant who will play an essential role in supporting the day-to-day operations. This position requires a detail-oriented individual with strong communication skills, capable of working independently and managing multiple tasks in a dynamic healthcare environment. Candidates are encouraged from diverse backgrounds, fostering a more inclusive workplace.

Benefits

Competitive benefits

Excellent defined benefit pension plan (HOOPP)

Qualifications

• 3 years’ experience providing support in an academic or hospital environment.
• Proven ability to manage time and job requirements with high detail.
• Front line experience supporting committees and taking minutes.

Responsibilities

• Update and maintain staff lists for treatment centres.
• Assist with Research Grant renewals and financial expenses.
• Schedule meetings and manage Zoom/Teams bookings.

Skills

Organizational skills

Communication skills

Attention to detail

Education

Post-secondary degree/diploma in a related field

Tools

MS Office

Job description

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

Type: New

Regular Full Time

37.5 hours/week

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

Job Description

Ontario Network of Sexual Assault/Domestic Violence Treatment Centres is looking for a Regular Full Time, Administrative Assistant. The Administrative Assistant works effectively with internal and external partners. This position works independently with minimal supervision and exercises tact, discretion and diplomacy.

Summary Of Duties

• Regularly update and maintain staff lists for the Network’s 37 treatment centres
• Manage registrations and handle password resets for the eLearning Platform
• Maintain and update mailings lists using Outlook
• Email certificates and evaluation completion reminders
• Assist with Research Grant renewals
• Prepare and submit invoices and disbursement forms to finance for Network and Research expenses
• Track financial expenses for the Network and assist with Research Grant expenses
• Schedule meetings via Zoom or Teams as requested by Director
• Book rooms and order food for in-person events
• Assist with draft agendas and meeting minutes
• Assist in onboarding new staff and research students including office set up, ID badge, email, phone, network access, furniture and computer
• Creation and maintenance of administration manual
• Order supplies/services (ie. Grand & Toy, Plexxus)
• CV management
• Support other committees as required
  
  

As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care. The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

• Post-secondary degree/diploma in a related field required
• 3 years’ proven experience providing support to programs/departments in an academic or hospital environment
• Front line experience providing administrative support to committees including taking minutes
• Experience with WebCV and CV preparation for granting agencies
• Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner
• Exceptional proof-reading skills and attention to detail required
• Must have initiative; manage own time and job requirements
• Exceptional organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing competing needs and attending to detail
• Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
• Good work and attendance record required
• Demonstrated WCH vision mission and values
• Proven attendance and punctuality.
• Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all
  
  

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).
  
  

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).
  
  

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.