Administrative Assistant, Academic Practice

Mount Sinai Hospital (Toronto), Sinai Health; Toronto; On-site; CAD 34,160 - 42,662; Full time

Job summary

A healthcare institution in Toronto is seeking an Administrative Assistant II to support their Nursing Education department. This role requires a candidate with at least 5 years in a senior administrative position, providing high-level organizational support to Academic Practice Directors. Responsibilities include managing complex schedules, preparing various documents, and coordinating events. The ideal applicant possesses advanced skills in Microsoft Office and strong communication abilities. This temporary full-time position offers an hourly pay rate between $24.797 and $30.969.

Qualifications

• Minimum 5 years of experience in a large complex organization in a senior administrative role.
• Previous experience in a hospital or university setting is considered an asset.

Responsibilities

• Provide high-level administrative support to Academic Practice Directors.
• Manage schedules and coordinate internal and external appointments.
• Prepare documents, meetings, and maintain relevant filing systems.

Skills

Advanced computer skills

Strong organizational skills

Polished interpersonal skills

Superior communication skills

Flexible with high accountability

Education

College or University diploma/degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

At Sinai Health, we care, create possibilities and offer hope. We are looking for anAdministrative Assistant IIto support our Nursing Educationdepartment.

Job Outline

The Administrative Assistant is responsible for providing high-level administrative and organizational advanced support to the Academic Practice Directors and is an integral part of the team. They will also support the service atmosphere and attitude that exemplifies the values and professionalism of Senior Leadership and the mission and vision of Sinai Health.

Job Type

Temporary Full Time (up to 12 months)

In this role you will

• Establishes and organizes an efficient and effective structure for the operation of the offices of Academic Practice
• Provides advanced secretarial support in all functions including organization of work, correspondence, communication with the public and Hospital staff, and the undertaking of special projects
• Undertakes and co-ordinates function planning and special projects as assigned, including capital planning.
• Establishes and maintains well organized filing system for the Practice Directors.
• Prioritizes mail and incoming reports, etc. for the Practice Directors and ensures that matters are dealt with in the required timeframe(s)
• Keeps abreast of and deploys appropriate and up-to-date technological office support systems and advance word processing skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office
• Ensures that the operations of the office adhere to current and relevant legislation, i.e., privacy legislation
• Selects and orders appropriate office supplies and equipment
• Administers attendance management program (i.e. Staff Right, Day Force) for the Academic Practice offices
• Provides all other administrative functions (e.g. organizing catering) for the Practice Directors as required
• Prepare and provides, in advance, documents, files and presentations required by the Practice Directors for meetings, conferences, telephone calls, etc.
• Draft written documents and proof reads correspondence on behalf of the Practice Directors including reports, letters, responses, memorandums and the preparation of presentation material while ensuring accuracy and appropriateness of presentation formats, etc.
• Prepare and maintain confidential documents
• Prepare requisitions e.g. capital budget, purchase orders, petty cash
• Collect, summarize, organize and maintain accurate information related to department activities as directed by Practice Directors
• Record and draft minutes at meetings Chaired by Practice directors
• Plan and coordinate events and special projects as assigned, such as conferences, clinical days, clinical in-services and other courses
• Manage the Practice Directors’ schedules, including co-ordinating and scheduling internal and external appointments, utilizing professional judgement in establishing priorities and consulting with the Directors, as appropriate
• Ensure that the Practice Directors are aware of changes and maintains their schedules
• Schedule meetings, books space, tracks items for agendas, prepares agendas, co-ordinates material for distribution and records minutes for meetings, including committees/task forces for the Directors, with a high degree of accuracy
• Facilitate and organizes communication and liaison with internal staff and departments and external clients of Sinai Health, e.g. members of external committees, managers in other health care organizations
• Respond to internal and external requests for information in a timely manner

Education & Qualifications

Mandatory

• Successful completion of a College or University diploma/degree
• Minimum 5 years of experience working in a large complex organization in a senior administrative role

Preferred

• Previous experience reporting directly to a director
• Previous experience in hospital or university setting considered an asset

Skills and Knowledge

• Advanced computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and Internet
• Strong organizational, problem solving and judgment skills
• Polished, professional interpersonal skills
• Self-directed, detail oriented and dependable
• Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
• Superior communication skills, both written and verbal
• Flexible with a high level of accountability and proven capability to work with highly sensitive and confidential information
• Prepared to respond to a fast-paced changing environment requiring flexibility with respect to working hours
• Demonstrated satisfactory work performance and attendance history

Salary

Minimum - $24.797/hour; Maximum - $30.969/hour

Vacancy Type

This position is for replacement opportunity.