Administrative Assistant – Director

Role Overview

• Monitor electronic inbox to and from the Director's office
• Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
• Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
• Accurately prepare cheque requests, on-line purchase requisitions, general ledger entries, input payments and journal entries
• Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
• Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
• Ensure divisional staff and management telephone and distribution lists are current
• Update divisional FTE (full time equivalent report) monthly for the Financial Support Unit
• Research and respond to complaints, managing routine correspondence and requests
• Prepare agendas and record minutes of meetings and ensure appropriate follow up on action items
• Actively participate in Health Leadership Team Admin meetings, activities and trainings
• Determine type and complete document execution forms and routing to obtain appropriate signatures for Ministry funding agreements, community partner agreements and external contractors
• Prepare and coordinate documents for DocuSign
• Arrange travel and accommodation requirements for Director and staff attendances at conferences
• Provide coverage and coordination with the Administrative Assistants in the Public Health Division
• Format, proofread, edit and maintain SharePoint/EIM version control of Council reports in eScribe and route final version for signature by Medical Officer of Health
• Assist Director in the preparation of divisional budgets, compile information for quarterly reports and supporting documentation
• Post Seniority list (twice a year) and assist Manager AAs Public Health in any query relating to calculation of seniority
• P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
• Provide program and administrative support to committees within and across the division when required
• Liaise independently with external partners and Regional staff with professionalism, discretion and diplomacy
• Work in a self-directed manner within a collaborative team environment, with multiple tasks and shifting/changing priorities
• Liaise with the Divisional Director, Managers, Supervisors and their Administrative Assistants/Supports to support the Divisional Management team in carrying out their day-to-day business, projects and planning activities
• Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
• Ensure timely and accurate entry of data into HRMS for Electronic Job Data, Staff absences, vacations, lieu time, STD and other requests from Director, Manager/Supervisor

Requirements

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
• Successful completion of a post-secondary administrative studies program plus a minimum of three years relevant experience
• Combination of education and experience may be considered
• Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
• Excellent verbal communication skills
• Strong writing skills
• Proven ability to problem-solve and be proactive
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Benefits

• Comprehensive Health, Dental, Vision benefit plan including psychological health
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis starting at 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources