Title: Administrative Assistant

Department: Clinical Informatics

Hours of Work: PermanentFull-Time Position

Salary: Class 02: $58,804 - $70,565 per annum

Union: Non-Union

Location: Kingston General Hospital Site / Remote (Hybrid)

PRIMARY FUNCTION

Reporting to the Chief Clinical Informatics Officer (CCIO), the Administrative Assistant (AA) is responsible for providing high-level administrative support to manage the daily activities effectively and efficiently for the CCIO and the Clinical Informatics (CI) portfolio, ensuring efficient operations.

Applying critical thinking, analysis and judgment, the AA provides confidential, administrative support to the CCIO and the CI portfolio, with minimal direction by resolving administrative requests. This includes but is not limited to handling highly confidential information, managing documents, preparing correspondence and presentations, processing invoices and requisitions, arranging meetings, preparing agendas and producing minutes.

RESPONSIBILITIES & DUTIES INCLUDE:

• Supports the CCIO and CI portfolio by drafting, distributing reports, briefing notes, presentations, graphics, and correspondence. Responsible for maintaining and organizing files (paper and electronic) to ensure smooth operations. Acts as the first point of contact for the CCIO and the CI portfolio when seeking assistance or advice on a broad range of issues

• Participates on committees, councils and/or special events. Helps with Human Resources forms, coordinates with Finance for invoice and portfolio cost tracking as directed, ensures any relevant contracts are processed efficiently to the KHSC contracts office. Maintains several different spreadsheets and workbooks as directed. Develops and implements portfolio plans as directed.

• Manages and coordinates calendar activities for the CCIO and CI portfolio by processing incoming and outgoing mail, prioritizing documents/meetings and proactively resolving conflicts. Ensures the CCIO and CI portfolio are prepared for meetings, that appropriate information is passed along and that post-meeting tasks are completed. Ensures that meetings have appropriate technology and materials. Liaises with essential personnel as required. Maintains a sound knowledge of the KHSC organization and the Regional Lumeo Operations team structure/governance, functions and processes to be able to provide a high level of support. Arranges meetings as requested.

• Maintains office supplies, processes expense claims, invoicing/requisitions, etc. Streamlines processes to ensure efficient flow of information. Maintains and organizes files for ease and accessibility. Ensures that administrative procedures are followed. Recommends improvements where necessary to ensure efficient operations. Other tasks as assigned.

• Ensures calendars are up to date and materials for meetings are available. Ensures all documents are prepared and managed efficiently as directed. Ensures that the appropriate preparation time is provided for projects/tasks. Anticipates needs, is proactive in scheduling and document preparation. Maintains flexibility by being able to reprioritize to meet unexpected demands.

• Manages challenging requests and expectations when they arise with sensitivity, discretion, and thoughtfulness. Acts with professionalism, integrity, and judgment, discretion and maturity. Able to deal with highly confidential and sensitive materials.

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS:

• Requires completion of Community College Diploma (3-year program) in Business or Office Administration or equivalent education and experience.

• Minimum 3 years recent relevant administrative experience with progressing responsibilities with a high level of autonomy and accountability for results.

• Demonstrated advanced proficiency with current computer software applications such as the Microsoft Office suite of products (including Word, Excel, PowerPoint, Access, and Outlook).

• Minute taking skills

• Excellent communication and interpersonal skills.

• Able to communicate effectively, courteously and tactfully with all types of people.

• Organizational and time management skills.

• Strong analytical and critical thinking competence and skills.

• Ability to deal with highly confidential and sensitive materials.

• Proven ability to attend work regularly.

• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.