Administrative Assistant - Community & Continuing Education

CAMH; Toronto; On-site; CAD 54,000 - 81,000; Full time

Benefits offered by this job

Extended health and dental coverage

HOOPP defined benefit pension plan

Paid vacation and sick leave

Professional development opportunities

Job summary

CAMH Education seeks an Administrative Assistant to provide confidential administrative support to the Education department leadership team. You will manage scheduling, document preparation, invoicing, budget tracking, and boardroom logistics in a hospital setting at 1025 Queen Street, Toronto.

Strong writing, multi-tasking, and discretion are essential. Candidates should have a Community College diploma with 3–5 years’ experience in healthcare or public sector admin.

Qualifications

• Diploma/certificate in a related field and 3–5 years’ admin experience in a hospital/public sector setting.
• Strong writing and editing skills, including proofreading and meeting summaries.
• Advanced PC skills; proficient with MS Office and setting up virtual meetings (Webex/Zoom/Teams).
• Experience tracking expenditures and budgets; ability to work independently within a dynamic team.
• Bilingualism English/French is an asset.

Responsibilities

• Coordinate scheduling of internal and external meetings for the management team.
• Prepare documentation and gather information on confidential projects.
• Respond to inquiries and coordinate communications for stakeholders.
• Draft/edit memos, letters, reports, and contracts; take minutes as required.
• Process invoices, track expenses, reconcile statements, and handle requisitions.
• Maintain inventories, replenish supplies, and schedule Education boardrooms.
• Support onboarding and administrative processes, events, and cross-department collaboration.
• Provide front reception coverage and ensure CAMH administrative processes are followed.

Skills

Interpersonal skills

Planning

Time management

Organizational skills

Problem-solving

Customer service

Multitasking

Editing/writing

Confidentiality

Communication

Education

Community college diploma/certificate

Tools

Microsoft Office

Job description

Job Description

Reporting to the Director, Simulation & Digital Education in CAMH Education, and working closely with the Administrative Supervisor, the full-time, permanent Administrative Assistant will provide confidential, administrative support to the Education department leadership team.

Responsibilities

The successful candidate will assist the management team with scheduling meetings including both internal and external partners. They will provide assistance, prepare documentation and gather information on a wide range of confidential organizational, employee, and program related projects and issues. In this role, you will respond to inquiries, concerns and messages on the managers’ behalf and coordinate communications to relevant stakeholders. The Administrative Assistant will compose and edit documents, sometimes on behalf of the managers, such as memos, letters, reports, and contracts and take minutes as required.

A key responsibility of the Administrative Assistant is to process invoices, create invoices, track expenses, submitting credit card reconciliation statements, submitting purchase requisitions. As well, operational activities such as maintaining inventories of equipment and supplies, replenishing as required, and maintaining the usability and scheduling of the boardrooms within Education. The role will support onboarding procedures for new staff and development and implementation of administrative processes to increase the efficiency and effectiveness of Education activities, including supporting events. The successful candidate will support core administrative tasks to ensure consistency and alignment with CAMH administrative processes and requirements, provide front reception coverage and collaborate with other department admins.

This position requires a high degree of confidentiality and discretion. An integral part of this job is liaising effectively with both internal and external stakeholders and being comfortable working with people and systems within and outside of CAMH such as health care or educational institutions, government departments and others. The successful candidate will be creative, able to multi-task and support a workplace that embraces diversity and encourages teamwork.

This position is located at 1025 Queen Street.

Qualifications

You will possess a Community College diploma/certificate in a related field, plus three to five years’ experience as an administrative assistant within a hospital community, or public sector setting. An equivalent combination of education and experience will be considered. Experience in an operations or administrative role is considered an asset.

To be successful in this role you must have superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills. You have the demonstrated ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail.

You possess strong writing and editing skills, including the ability to proofread documents, and write meeting summaries and other documents for both internal and external audiences. You have demonstrated high degree of confidentiality, tact and discretion in all situations. The successful candidate will have superior computer, organizational and communication skills, tact, diplomacy and sound judgement.

You are an advanced user or PC skills and have extensive experience using Microsoft office applications Outlook, Word, Excel, PowerPoint, and experience managing and setting up virtual meetings (ie. Webex, Zoom, Microsoft Teams).

You have strong financial skills and previous experience tracking expenditures and monitoring budgets. You must be able to work independently with minimal supervision within a dynamic team, where problem-solving ability and enthusiasm will be highly valued. You should have experience working on special projects and be flexible with regard to types of tasks assigned and with initiative to develop new projects. Computer testing will be required. Experience working with clients, staff and organizations serving diverse groups is an asset. Bilingualism (English/French) and/or proficiency in a second language would be an asset.

Compensation & Benefits

• Hiring Salary Range: $54,428.08 – $68,035.11 per year (based on qualifications and experience)
• Full Salary Range: $54,428.08 – $81,642.13 per year (reflecting potential growth within the role)
• CAMH Benefits Package: Includes extended health and dental coverage, HOOPP defined benefit pension plan, paid vacation and sick leave, and professional development opportunities.

This role offers job stability, career development, and the chance to contribute to meaningful healthcare initiatives that improve patient and community well-being.

CAMH is a fully affiliated teaching hospital and research institute of the University of Toronto. As a CAMH employee, you will contribute to our mission by supporting teaching, research, and clinical care across the hospital.

CAMH is dedicated to equity, diversity, and inclusion. Our commitment is to foster a workplace, teaching, and learning environment that is inclusive, respectful, and free from discrimination or harassment.

CAMH strongly encourages applications from candidates who reflect the diversity of the communities we serve, including First Nations, Métis, and Inuit Peoples; Black and other racialized communities; LGBTQ2S+ communities; women; and people with disabilities, including those with lived experience of mental health and substance use challenges.

We welcome applicants from all backgrounds. Thank you to all who apply; however, only those selected for an interview will be contacted. If you require accommodations during the application or recruitment process, please let us know.

About Us

Through its core values of Courage, Respect and Excellence, CAMH is implementing its Strategic Plan: Connected CAMH, to transform lives, ignite innovation and discovery, revolutionize education and drive social change. CAMH is more than a hospital, it is a cause. CAMH is on a mission to change the way society thinks about and responds to mental illness. They aim to eliminate prejudice and discrimination and shape a world where mental illness is central to our healthcare system – a world where Mental Health is Health.

To learn more about CAMH, please visit their website at: www.camh.ca .

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