Admin Assistant - Sr. Clinical Program Directors

  • Unity Health Toronto
  • Jan 07, 2022
Full time Administrator Director

Job Description

The Sr. Clinical Program Directors of Women & Children’s Health, Ambulatory & Transitional Care and the Surgery programs of Unity Health Toronto are recruiting for an Administrative Assistant to provide a wide range of administrative support functions to 3 diverse programs.   

The ideal candidate will provide proactive support as the face and voice of the office of the directors, the first point of contact for internal staff and executives, vendors, peer hospitals, government agencies and the public requiring a keen sense of tact, diplomacy and customer service. The ideal candidate will also have a growth mindset, displaying an eagerness learn and develop new skills. The ideal candidate will also be highly motivated, proactive, organized, and have the ability to use critical thinking and sound judgment while being flexible in providing support to both internal and external stakeholders. The ability to maintain a high standard of professionalism and confidentiality is essential. The ability to work flexible hours depending on the needs of the Directors is also required, sometimes requiring attendance at 7am or early evening meetings.

This position involves supporting programs across 3 sites of Unity Health, but will be based at the St. Joseph’s Health Centre Site. 

Duties and Responsibilities:

  • Schedules and coordinates the activities of the directors through a combination of independent decision making and asking for input where needed.
  • Coordinates and maintains electronic calendar/schedule for the Directors by anticipating and leveraging requirements, priorities and needs of the busy executive and provides necessary appointment logistics, pertinent information, contact requirements;
  • Provides administrative support through the editing, formatting and occasional preparation of a variety of documents (e.g. reports, legal agreements, letters, minutes/agendas, presentations, etc.).
  • Independently manage logistics associated with programming, meeting and event planning, including but not limited to: room bookings, catering, equipment booking, conference calls, video conferencing, AV support, along with standard administrative functions (printing, couriering, fax, photocopying, scanning, invoice supplies, AV equipment)
  • Coordinates project & program activities, including working with internal and external partners, working groups, steering committees and project teams to operationalize and monitor tasks, milestones and expenses for specific programs, as assigned.
  • Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, policies/procedures and prepares and distributes large agenda packages for recurring committee meetings.
  • Coordinates special projects and events as assigned.
  • Acts as the initial point of contact to those connecting with directors, both internally and externally.
  • Successfully builds internal and external relationships
  • Acts as an information conduit, receiving and managing sensitive and/or confidential information and disseminates highly confidential documents.
  • Responds to and facilitates resolution of urgent situations referred to the directors in a timely manner, eg.: critical incidents; staff issues and public relations etc.
  • Ensures prompt communication of messages from internal and external stakeholders and facilitates follow-up communication, using appropriate judgment and discretion, using tone and language appropriate to the situation.
  • Design, development and implementation of documents (flyers, templates, event timeline, charts), formatting forms (chart audits, flowsheets),
  • Crisis management for Directors as needed, e. scheduling conflicts, staff issues/performance, etc.
  • Monitors upcoming emergency situations and assists in coordinating supports, communicating and implementing
  • Manages communications for distribution to Managers, Educators, Physicians, Senior Management, Program staff, patients and external public agencies and/or regional programs,
  • Develops and maintains extensive filing systems, both for hard copy documents and electronic documents as required by the program. Provides interim coverage and support to other Administrative Assistants as required.
  • Collects and reports on statistical information including, data entry, and coordinating and compiling weekly monthly, quarterly and annual reporting requirements of the clinical programs.
  • Assists in budget preparation, monitors and submits expenses, and generates various expense reports based on hospital policies and the Broad Public Sector Accountability Act expense directives
  • Assists in the coordination of staff recruitment
  • Oversees payroll and attendance management of team.
  • If required, meets with individuals and groups inside or outside of the organization on behalf of the Directors.
  • Other administrative duties, as assigned.

Qualifications and Experience:

  • Successful completion of an Office Administration Program, College Diploma or Bachelor’s Degree.
  • Five (5) years of experience working in an administrative position in health care or educational institutions; healthcare admin support at the director level would be an asset.
  • Excellent organization, time management and prioritization skills required to manage the administrative support needs across 3 multi-site programs.
  • Demonstrated flexibility in responding to predictable and unpredictable work demands.
  • Excellent customer service skills.
  • Proven experience and advanced competence with various software applications, such as Microsoft Office (Word, Excel, PowerPoint, Visio, Outlook), payroll systems, database and spreadsheets, and virtual meeting experience required.
  • Advanced problem-solving abilities and demonstrated ability to develop systems that create efficient work flow.
  • Ability to exercise good judgment in a variety of situations.
  • Ability to maintain strict confidentiality.
  • Excellent written and verbal communication skills are essential.
  • Must have meticulous attention to detail and be able to work under pressure.
  • Demonstrated ability to work independently and as part of a team.
  • Excellent attendance and punctuality record.
  • Social media, project management, and / or graphic design skills would be a definite asset

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists.  All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 Vaccination Policy. 

Job Category

Administrator

City

St. Joseph Health Centre - Toronto, Ontario