Administrative Assistant, Nursing Administration

Mount Sinai Hospital (Toronto), Sinai Health; United States; On-site; CAD 42,000 - 54,000; Full time

Job summary

Mount Sinai Hospital (Toronto), part of Sinai Health, is seeking an Administrative Assistant, Nursing Administration, to support the Senior Director and portfolio teams. The role involves day-to-day administration, coordinating with clinical teams and senior leaders across Mount Sinai and Hennick Bridgepoint Health sites.

The position offers exposure to high-level operations in a dynamic health care environment, with some patient interactions and opportunities for impactful project support.

Qualifications

• University Degree or College Diploma in a related discipline (e.g. Business Administration).
• 3 years of experience in an office administration role supporting senior management.
• 1 year of experience with financial data, budgets and invoices.

Responsibilities

• Proactively identify priorities to provide advanced administrative coordination for portfolio needs.
• Manage calendars and coordinate internal and external meetings with leadership input as needed.
• Provide meeting support including scheduling, logistics, agenda prep and minute-taking for committees.
• Review incoming correspondence with discretion and determine urgency and follow-up needs.
• Assist with payroll entry and managing financial accounts and cost centers.
• Prepare statistical documents such as forms, tables, graphs and reports aligned to portfolio priorities.
• Data entry into existing systems.
• Support oncology clinic staff with use of patient symptom screening tools.
• Maintain patient education materials and monitor related budget; coordinate external orders.
• Assist in planning periodic special events involving external guests, catering and materials.

Skills

Advanced computer skills

Interpersonal skills

Organizational skills

Time management

Discretion with confidential info

Education

University Degree or College Diploma in Business Administration

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Visio

Project

Adobe Software

Job description

The Administrative Assistant is an integral member of the Community Partnerships and Cancer and Palliative Program Performance portfolio, supporting the Senior Director and other team members. As the Administrative Assistant, Nursing Administration you will assist with day-to-day portfolio activities and tasks related to special projects and your expertise will support initiatives that enhance the delivery of patient care. This role offers the opportunity to interact with clinical care teams and members of senior leadership teams at Mount Sinai Hospital and Hennick Bridgepoint Health sites as well as leaders in other community organizations. This role involves some patient-facing interactions as well. You’ll gain exposure to high-level operations within a dynamic health care environment, broadening your understanding of how complex health care systems function.

Is this you?

Are you someone who takes pride in creating clear, well-organized written materials? In this role, your ability to draft, edit, and proofread communications will be crucial for supporting senior leadership. You excel at creating high-quality documents, from meeting minutes to reports, and your excellent research and documentation skills ensure that all information is accurate and well-documented, whether for internal files or project tracking.

You are proactive and adaptable, always ready to tackle new challenges in a fast-paced, complex environment. With a strong sense of accountability, you follow through on deliverables and ensure that projects are executed efficiently and on time. Your resourcefulness and ability to stay organized even under pressure make you the go-to person for managing multiple priorities and driving results.

You also bring polished interpersonal skills, effectively collaborating with both internal teams and external stakeholders. Whether coordinating with department heads or interacting with external partners, your communication skills allow you to build strong relationships and contribute to a team-oriented, high-performing environment.

In This Role You Will

• Proactively identify and address priorities to provide advanced administrative coordination that effectively supports portfolio needs
• Efficiently manage calendars, coordinating internal and external meetings prioritizing effectively and proactively consulting with leadership as needed
• Provide comprehensive meeting support, including scheduling, logistics (space, equipment, catering), agenda preparation and material distribution, and accurate minute-taking for various meetings and committees
• Review incoming correspondence with discretion and tact to determine urgency, accuracy and the need for follow up; take action on routine matters
• Assist with payroll entry and managing financial accounts and cost centers for the portfolio
• Prepare statistical documents such as forms, tables and graphs, spreadsheets, and draft reports aligned to portfolio priorities and accountabilities.
• Support data entry into existing systems
• Provide support to the oncology clinic around use of the patient symptom screening in oncology clinic using existing technology
• Maintains the supply of patient education materials and monitors associated budget, coordinates ordering from external sources
• Assist with planning of periodic special events hosted by the portfolio that include communications with external guests, organizing catering, special meeting room set up and meeting materials
• Perform other duties consistent with the job classification as required

Job Requirements

Mandatory

• Successful completion of a University Degree or College Diploma In a related discipline (e.g. Business Administration) from an accredited educational institution
• 3 years of experience in an office administration role, supporting senior management
• 1 year of experience in financial data as well as budget and invoice management
• Applicants with proven equivalent and related training and experience may also be considered

Preferred

• Recent, related experience in a health care setting

Skills and Knowledge

• Advanced computer skills including Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software
• Polished interpersonal skills; proven ability to work effectively in a team environment and with a variety of internal and external stakeholders
• Sound judgment and sensitivity in assessing difficult situations with proven discretion in dealing with highly sensitive and confidential information
• Excellent organizational and time management skills with the proven ability to manage competing demands
• Professional, diplomatic and confident with a proven ability to work with individuals across all levels of the organization and with external stakeholders
• Demonstrated excellent work performance and attendance history
• Flexibility with respect to working hours

This is a Temporary contract for up to Twelve [12] months.

Job Type: Temporary Full Time

Hours (subject to change): 37.5 hours per week

Vacancy Type: New/Replacement Vacancy

Vacancies: 1

Employee Group: Non-Union