Administrative Assistant III

Job title: Administrative Assistant III

Job description: JOB POSTING # 903676

Position: ADMINISTRATIVE ASSISTANT III
Site: Princes Margaret Hospital
Department: Quality, Safety and Clinical Adoption
Reports to: Director
Scale/Grade: A007
Hourly rate: Commensurate with experience and consistent with UHN Compensation Policy
Hours: 35 hours per week
Status: Permanent Full-time

Position: The Administrative Assistant III exercises considerable judgment and independence to provide complex administrative support services to Directors and senior professional personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions for database management and word processing/typing services to facilitate the production of complex documents/materials (i.e. minute-taking, presentations, spreadsheets, project plans); coordinating, organizing or planning meetings/events; organizing various ongoing processes; coordinating orientations for new staff and managing human resources processing; ensuring efficient operation of the office and front-reception duties; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; coordinating all aspects of the regular payroll submissions through the institutionally-administered system; supporting the Patient Safety and Quality Inbox, assist with keeping information on Intranet up to date, performing other duties consistent with the job classification, as assigned.

This position will also support the general endeavours of the Patient Safety Office including participation in various committees/meetings, and correspondence to foster communication and best practices across the department.

Qualifications

• Completion of a recognized business post-secondary program at the diploma or degree level, or recognized equivalent
• A minimum of Four (4) years administrative support experience to a senior manager
• Experience in a healthcare setting is strongly preferred
• Excellent organizational and time management skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Ability to produce professional agenda and meeting minutes
• Ability to make PowerPoint presentations – using templates and designing other templates as required.
• Ability to track progress against project plans
• Ability to pull reports
• Ability to liaise and communicate across team members to pull together content
• Ability to produce high quality work in accordance with Hospital standards
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Ability to maintain confidentiality
• Comprehensive knowledge of organizational/office practices, procedures and standards
• Expert level knowledge and experience with Microsoft Office environment, including Excel, Word, PowerPoint, Outlook, Adobe, and internet searches
• Experience working in a health care or research environment

Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

POSTED DATE: July 28, 2022 CLOSING DATE: Until Filled

For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN’s attendance management program, and possess all the required experience and qualifications should apply.

University Health Network thanks all applicants, however, only those selected for an interview will be contacted.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

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