Administrative Assistant, Nursing Education

Hennick Bridgepoint Hospital, Sinai Health; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A healthcare provider in Toronto is seeking an Administrative Assistant II to support their Nursing Education department. The role requires a minimum of 5 years of experience in a senior administrative position and offers a salary of $24.797 to $30.969 per hour. Responsibilities include providing secretarial support, managing schedules, and maintaining office operations. The successful candidate must have advanced computer skills and strong organizational abilities.

Qualifications

• Minimum 5 years of experience in a senior administrative role.
• Experience in a large complex organization.

Responsibilities

• Establish an efficient operation structure for offices.
• Provide advanced secretarial support for Practice Directors.
• Manage Practice Directors' schedules and appointments.

Skills

Advanced computer skills

Organisational skills

Problem-solving skills

Polished interpersonal skills

Superior communication skills

Education

College or University diploma/degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Job description

Job Outline

At Sinai Health, we care, create possibilities and offer hope. We are looking for an Administrative Assistant II to support our Nursing Education department.

Job Type

Temporary Full Time (up to 12 months)

In this role you will

• Establish an efficient and effective structure for the operation of the offices of Academic Practice
• Provide advanced secretarial support in all functions including organization of work, correspondence, communication with the public and Hospital staff, and the undertaking of special projects
• Undertake and co‑ordinate function planning and special projects as assigned, including capital planning
• Establish and maintain a well‑organized filing system for the Practice Directors
• Prioritise mail and incoming reports for the Practice Directors and ensure that matters are dealt with in the required timeframe(s)
• Keep abreast of and deploy appropriate and up‑to‑date technological office support systems and advanced word processing skills with respect to software, communications, filing, etc. to ensure the most efficient operation of the office
• Ensure that the operations of the office adhere to current and relevant legislation, i.e., privacy legislation
• Select and order appropriate office supplies and equipment
• Administer the attendance management program (i.e., Staff Right, Day Force) for the Academic Practice offices
• Provide all other administrative functions (e.g., organising catering) for the Practice Directors as required
• Prepare and provide, in advance, documents, files and presentations required by the Practice Directors for meetings, conferences, telephone calls, etc.
• Draft written documents and proofread correspondence on behalf of the Practice Directors including reports, letters, responses, memorandums and 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, summarise, organise 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, utilising professional judgement in establishing priorities and consulting with the Directors, as appropriate
• Ensure that the Practice Directors are aware of changes and maintain their schedules
• Schedule meetings, book space, track items for agendas, prepare agendas, co‑ordinate material for distribution and record minutes for meetings, including committees/task forces for the Directors, with a high degree of accuracy
• Facilitate and organise 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 organisations
• 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 organisation in a senior administrative role

Preferred

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

Skills and Knowledge

• Advanced computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and Internet
• Strong organisational, 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

Additional Information

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine‑preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialised people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416‑586‑4800 ext. 7050, or email [e-mail].