Sr. Administrative Assistant

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

The Senior Administrative Assistant, Hospital Information System (HIS) provides administrative support to the HIS and is accountable for the coordination of a range of initiatives.

Accountabilities:

• Manages the HIS leaderships' schedule and initiating the rescheduling of meetings to address urgent situations
• Schedules meetings and prepares meeting agenda/documents for HIS activities
• Schedules interviews with HIS leadership
• Creates and formats documents, reports, spreadsheets, presentations, composes correspondence, manage databases using office software, publishing software and digital graphics; maintains online department project documentation and version control
• Prepares standard forms or department templates or reports and related information for decision making purposes
• Facilitates the implementation and utilization of tools and templates for project deliverables
• Drafts memorandums, letters and email in response to routine questions
• Conducts background research, internet searches, compile data and prepare reports as requested
• Develops and maintains paper and electronic filing systems, including filing of confidential information
• Prepares and files documents which incorporate highly confidential information (e.g., contracts, pricing, personnel files, letters, performance appraisals, etc.)
• Creates and maintains detailed standard operating procedures for the role, ensuring all tasks and responsibilities are clearly outlined
• Assists and responds to inquiries about the HIS project, including coordination or responses as required
• Takes initiative to support the department’s operations
• Maintains regular communication with leadership and has a strong focus on relationship development with project stakeholders
• Processes finance expense forms and invoices; processes procurement forms; processes travel arrangements
• Investigates budgetary and financial issues on behalf of the HIS project AVP
• Processes timekeeping records for payroll purposes
• Coordinates logistical requirements of the HIS level meetings and external meetings overseen by the HIS
• Performs technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
• Coordinates HIS required reviews for attestation and participation of staff in mandatory training sessions
• Sets up system and security access, as well as parking for new hires
• Assists with equipment distribution/setup for HIS project team members
• Coordinates the repair and maintenance of office equipment and maintains adequate supplies
• Assisting with third party vendor acquisitions with the HIS project team
• Actively works with the HIS leadership team on team building
• Provides administrative support to the HIS team and its governance structure (set agendas, books meeting rooms/Teams calls, send meeting invites, ensures quorum, take minutes, and maintain proper electronic and paper filing system)

• Bachelors degree required
• Two to three years experience as an administrative assistant or equivalent experience
• Advanced proficiency with office software, specifically Microsoft Office (Outlook, Excel, Visio, OneNote, SharePoint), the internet and other electronic data management systems
• Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, while managing multiple priorities with strict deadlines while maintaining a positive attitude
• Demonstrated diplomacy in dealings with others even when responding to tight deadlines
• Problem-solving and judgment capabilities
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in learning the objectives of the department in order to add value to the organization
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Hours: Currently days (subject to change in accordance with operational requirements)

This is an Onsite First role: Roles that frequently support direct patient care or have dedicated hours when they are available to patients, team members and/or other partners

Salary
Minimum:  $60,216
Maximum: $75,270

Application deadline: October 22,2024

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [email protected].

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.