Administrative Assistant

Job title: Administrative Assistant

Company: CAMH

Job description: The Centre for Addiction and Mental Health Health (CAMH) is currently seeking a full-time, temporary (12 months) Administrative Assistant for the Virtual Mental Health, Outreach, and ECHO portfolio within the Acute Care Program. Reporting to the Senior Director, Virtual Mental Health, Outreach, ECHO and Canada Suicide Prevention Service, and working closely with the program’s medical lead, and other managers within this service portfolio, this position will provide senior administrative and clerical support to ensure smooth and effective operations, and support for confidential projects.

This position supports the day to day operations of the portfolio, ensuring consistency with CAMH administrative processes and requirements. This includes but is not limited to: maintaining the Director and medical lead’s schedules; booking appointments and scheduling meetings for the Director, medical lead and program; on/off-boarding of staff; ordering of departmental supplies; maintaining departmental inventories and databases; coordinating meetings and events; preparing meeting agendas; taking meeting minutes as required; and supporting IT functionality within meetings (e.g. Zoom support in ECHO sessions). You will provide assistance with the preparation of documentation and information gathering on a wide range of confidential organizational, employee, and program related projects and issues. You will coordinate procurement, invoicing and submission processes on CAMH’s approved platforms. You will liaise with other Programs and Departments within CAMH and with external agencies as required as well as respond to inquiries, concerns and messages on the medical lead and Director’s behalf. You will draft correspondence on behalf of the medical lead or Director or portfolio, and coordinate communications to relevant program stakeholders. Preparation and coordination of documentation and presentations in support of departmental initiatives, projects and program operations is required. This may include items such as: preparation of confidential letters, briefing notes, reports, manuscripts, and presentations for both internal and external stakeholders, legal agreements, financial documents, departmental inventories and centralized databases. This position will assist in the development and maintenance of statistical data, legal agreements and financial records and reports and reconciliation of invoices including maintenance of document files and databases, ensuring confidentiality. The candidate will support a healthy workplace that embraces diversity, encourages teamwork and complies with all applicable and regulatory requirements. This position is located between two locations: 33 Ursula Franklin Street and 1051 Queen Street West.

Qualifications
The successful candidate will have a Post-Secondary Certificate or Diploma in Office Administration or a related discipline, combined with three (3) years of senior level administrative experience preferably in the healthcare field. You will have demonstrated ability to prioritize work effectively and efficiently with minimal supervision. Demonstrated excellent interpersonal, organizational, problem solving, and customer service skills is required as well as judgement, tact and diplomacy to handle sensitive and confidential matters. You will have excellent verbal and written communication skills with strong attention to detail. Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint, Adobe Acrobat Pro and Access) and virtual meeting applications (e.g. Zoom, Webex) is essential. Demonstrated experience with electronic platforms for procurement, account and invoice payments is an asset. The successful candidate must have creative problem-solving and organizational skills and be able to work independently and effectively in a multidisciplinary team environment and with individuals from diverse backgrounds. Bilingualism (French/English) or proficiency in a second language is an asset.

Please note: This full-time, temporary (12 months) position is NOT part of any bargaining unit

Salary Range: Competitive salary and benefits

CAMH is a Tobacco-Free Organization.

CAMH is fully affiliated with the University of Toronto and is a teaching hospital and research institute. As a CAMH employee, you will be expected to actively support CAMH’s teaching and research activities, in addition to supporting the clinical work of the hospital.

At CAMH, we strive to be an equitable and inclusive employer. Our commitment to equity is grounded in an institution-wide commitment to achieving a working, teaching, and learning environment that is free of discrimination and harassment.

CAMH actively seeks candidates from First Nations, Métis and Inuit, racialized and LGBTQ2+ communities, women, and people with disabilities (including people who have experienced mental health and substance use challenges).

We encourage people from all backgrounds to apply to our positions.
We thank all applicants for their interest, however, only those selected for an interview will be contacted. Please inform us if you require accommodations during the interview process.

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Expected salary:

Location: Toronto, ON

Job date: Sat, 03 Apr 2021 07:16:56 GMT