The primary role of an Administrative Assistant is to conduct the business support functions of the office of the Medical Leadership. This includes providing administrative, clinical, organization and secretarial support at the Leadership level. This role requires daily communication both internally and externally to St. Michael’s Hospital. The role also includes facilitating meeting schedules and committee work within the program.

Duties & Responsibilities

• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
• Organizes, maintains and prioritizes schedule of Director;
• Plans meetings, projects and conferences;
• Types agenda and minutes for all meetings;
• Collects and reports statistical information;
• Performs other clerical duties such as filing: photocopying, faxing, and mailings;
• Coordinates and compiles quarterly performance and annual reports for the portfolio;
• Acts as the front line contact for internal and external customers who would like to make contact with the Director. Triages issues, and acts to achieve solutions prior to the Director becoming involved;
• Assists with recruitment initiatives within the department.
• Assists with maintaining calendars of the Vice President, Clinical Services and Vice President, Corporate Services
• Arranges meetings and appointments as requested, making arrangements for rooms, and catering as well as notifying attendees both inside and outside of the hospital.
• Responsible for monitoring and ordering office supplies as needed.
• Coordinate daily all meeting room set up requirements via email requests, including follow up with supervisors to ensure accurate completion of requests
• Performs cross functional and other duties as assigned and/or requested

Qualifications

• Graduate of a recognized Office Administration or Medical Secretarial program, or equivalent experience;
• Must have medical terminology certificate;
• Five (5) years’ administrative experience;
• Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems.
• Ability to problem solve

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.