Administrative Assistant

Reporting to The Operational Director, this role is responsible for providing the Director of Operations and Chief of the Tory Trauma Program support for all administrative office functions. The primary roles includes managing complex calendars, organizing meetings and events and liaising with multiple departments. This role requires a self-directed, highly motivated team player. The successful incumbent must be able to effectively manage multiple priorities, possess superior planning and organization skills and be able to work effectively within timelines. The person must also be diplomatic, have excellent verbal and written communication skills and be able to provide exceptional customer service to a variety of internal and external stakeholders.

• Manager phone, in-person and e-mail inquiries from internal and external stakeholders
• Triage Inquiries to the Operational Director and Chief
• Prepare meeting material, supporting documentation, prepare/assist with presentations (i.e. power point, reports, etc.), take and type minutes
• Preparation and submission of regularly scheduled reports
• Update and maintain departmental policies and procedures
• Tracking of expenses (taxi vouchers, petty cash, employee expense forms, cell phone bills etc.)
• Prepare and monitor staff payroll/time sheet submissions, vacation requests/responses
• Meticulously manage multiple calendars, schedule meetings, coordinate arrangements/correspondence, room reservations, catering, equipment as required, etc.
• Order and procurement of departmental supplies and equipment
• Process capital requests and track capital budget
• Maintain account disbursements and manage monthly disbursements and financial process
• Provides support, as needed, to other Directors of Operations, Patient Care Managers, and Senior Leadership

Qualifications/Skills

• Administrative Assistant/Office Management Program at the College level or an undergraduate degree
• Minimal 2 years’ administrative experience required
• Knowledge of medical terminology an asset
• Must have excellent working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent written and oral communication skills to support our requirement to read, edit and compose correspondence
• Ability to make notes, minutes from dictation
• Demonstrate tack, discretion and good judgement in dealing with extremely sensitive and confidential issues required.
• Must be organized in approaching work tasks and able to prioritize effectively to deal with competing demands and attention to detail
• Must be very adept at exercising tact and discretion when dealing with highly sensitive and highly confidential issues
• Prepare all paperwork pertaining to Human Resources functions for the program such as new hires, employee changes, etc.
• Must be able to demonstrate flexibility as well as a comfort level with taking initiative on a wide range of issues
• Good problem-solving skills and an ability to work as a team member on projects
• Keyboarding at 70 w.p.m. with maximum 5% error rate
• Excellent analytic skills and judgment with ability to research and summarize administrative data
• Excellent attendance