Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone
Job Description
Women’s College Hospital is seeking a permanent full-time Administrative Assistant I. The Administrative Assistant I will be responsible for supporting a group of six (6) Directors. The incumbent will need to effectively communicate with both internal and external stakeholders, as well as be able to work independently with minimal supervision.
The Administrative Assistant I will need to effectively manage all commitments in a corporate environment.
Job Type: Replacement
Summary of duties:
- Coordinate and manage electronic calendars.
- Schedule meetings, activities and support monthly meetings.
- Book rooms, order food, prepare draft agendas, notify guests, prepare minutes, and follow up action items in a proactive and forward-thinking manner.
- Receive and review documents for leadership signature.
- Collect data and prepare reports as required including Strategic Report(s); Annual Review(s) etc.
- Keep a schedule of deadlines and ensure deadlines are met.
- Main contact for employees, provide hospital orientation, office set up including ID badge, email, phone, network access, furniture, and computer.
- Track and arrange for payment of all bills and invoices: fill out reimbursement forms; follow up with finance to ensure payment completion, inclusive of establishing Purchase Orders (PO’s) and leading the co-ordination, routing, follow-up and administration of DocuSign records.
- Prepare correspondence drafts; proofread letters and reports; prepare power-point presentations as needed.
As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.
The responsibilities described above are representative and are not to be construed as all-inclusive.
Qualifications
- Two (2) year college diploma in an Administrative Program
- Up to three (3) years of proven experience providing support to Directors/Administrators, in an academic or hospital environment is perfered
- Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
- Experience with DocuSign
- Front line experience providing administrative support to committees including taking minutes.
- Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner.
- Exceptional proof-reading skills and attention to detail required.
- Must have initiative, diplomacy and tact; experience dealing with highly sensitive and confidential matters is required.
- Exceptional organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing competing needs and attending to detail.
- Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria.
- Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
- Legally entitled to work in Ontario and resides in Ontario
- This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.
Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.
