SUPPORT ASSISTANT A

City of Toronto; Toronto; On-site; Full time

Job summary

An established industry player is seeking a Support Assistant A to provide essential administrative support to senior leadership within a dynamic public health division. This role involves coordinating various tasks, from scheduling and procurement to preparing complex reports and managing budgets. The ideal candidate will thrive in a collaborative environment, showcasing strong organizational skills and the ability to communicate effectively across diverse teams. Join a forward-thinking organization committed to equity, diversity, and inclusion, and contribute to impactful public health initiatives that serve the community.

Qualifications

• Extensive experience in administrative roles with project coordination.
• Proficient in drafting reports and using various software applications.

Responsibilities

• Provides administrative support, scheduling, and document management.
• Coordinates meetings, prepares materials, and tracks financial documents.

Skills

Administrative Support

Project Coordination

Customer Service

Communication Skills

Organizational Skills

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Teams

Adobe Pro

Job description

Division & Section: Public Health, Decision Support, Surveillance, and Immunization

Job Type & Duration: Full-time, Permanent Vacancy

Hourly Rate and Wage Grade: $37.11 to $40.65 (2024 Rate)

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 1

Posting Period: 2-Apr-2025 to 16-Apr-2025

Reporting to the Associate Director – Epidemiology and Data Analytics Unit, the Support Assistant A provides administrative support to the senior leadership team within Toronto Public Health’s Decision Support, Surveillance, and Information (DSSI) directorate. The SAA will directly support three Associate Directors and will be part of a larger administrative team that works together to support the overall activities of DSSI.

Job Responsibilities:

Provides administrative support including but not limited to scheduling, procurement, purchasing, business communications, coordinating approvals, completing travel and training authorization forms, and maintaining key documentation.

• Administers, prepares, processes and tracks documents, statistical summaries and reports.
• Prepares presentation materials aimed at internal and external partners.
• Coordinates logistics to support programs, including acquisition of equipment, and other supply ordering.
• Prepares spreadsheets, carries out calculations and analyses data.
• Supports program budget monitoring through managing and reviewing financial documents, investigating variance discrepancies, ensuring proper invoicing, and compiling data needed to monitor spending.
• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
• Attends meetings and acts as the division and/or unit representative, as required.
• Maintains team staff lists and current organizational charts.
• Coordinates team meetings including developing and circulating agendas and minutes.
• Coordinates special meetings, workshops, and special events including room and equipment booking.
• Uses a variety of software packages needed to support administrative responsibilities.

Key Qualifications:

Your application must describe your qualifications as they relate to:

• Extensive experience in an administrative role, including developing and implementing office and work procedures, scheduling, and project coordination across multiple teams.
• Considerable experience drafting, preparing and formatting complex reports, letters, memos and statistical summaries.
• Considerable experience and proficiency with software applications, including Microsoft Excel, Word, PowerPoint, Teams, and Adobe Pro.
• Considerable experience providing customer service with the public and diverse community partners.
• Experience with supporting budget activities, including expenditure tracking, financial reconciliation, managing invoices and budgets, and completing required documentation.

You must also have:

• Demonstrated understanding and application of equity principles, diversity, and inclusion practices in a work environment.
• Basic knowledge of the City of Toronto's purchasing policies and procedures.
• Excellent organizational skills, ability to manage multiple projects, multiple teams, and perform well in a high-pressure environment.
• Ability to communicate effectively both verbally and in writing with all levels of staff, external agencies and service providers.
• Ability to work independently to set priorities and meet deadlines with minimal supervision and within a team environment.
• Ability to work in a matrix management model.

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.