Admin Assistant Clm Renal Transplant Program

Admin Assistant CLM Renal Transplant Program (Job ID: 3044)

Unity Health Toronto, comprised of Providence Healthcare, St. Joseph's Health Centre and St. Michael's Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team in our mission to continue to put patients and families at the centre of everything we do, in the role of Administrative Assistant.

We currently have an exciting opportunity for an Admin Assistant to provide administrative and secretarial support to the Clinical Leader/Manager ¿ Diabetes and the Clinical Leader/Manager - Kidney Transplant Nephrology/Urology Clinics and 8CS Inpatient Unit.

Responsibilities include preparing correspondences (e.g. letters, memos, minutes of meetings), managing CLM¿s calendars, human resource management (e.g. setting up interviews, conducting reference checks, onboarding new staff, etc.) filing, updating employee information, staff scheduling and coordinating admin and clerical vacation coverage, and payroll entry.

DUTIES & RESPONSIBILITIES:

• General office duties include: maintaining and updating staff schedules, sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, preparing and typing documents, packages and presentations, bill payments and requisition procedures, petty cash and monitoring office activities.
• Manages data entry of biweekly payroll. Completes payroll time entry, facilitates and resolves issues related to the payroll process for the team
• Registers for conferences and arranges travel and accommodations
• Assist with the clinic operations, including stocking of supplies, housekeeping, engineering coordination and clinic room schedule.
• Provides excellent customer service and serves as a communication relay person.
• Coordinates the daily schedule and committee meetings for the CLM, including booking rooms, and recording and distributing minutes.
• Composes and types memos, letters, spreadsheets, presentations, proposals and other correspondences for internal/external communication purposes.
• Organizes special events (e.g. conferences, retreats, and workshops), staff recognition and team building events (luncheons, farewell events).
• Assists with tracking and monitoring budget; compiles expense receipts for reimbursement.
• Contributes to efficient and effective program management by proactively responding to issues and concerns, as required.
• Submits staff updates, contract extensions and job postings.

• Keeps track of employee vacation & sick time.
• Schedules and organizes performance appraisals.
• Provides assistance to Clerical staff and Administrative Assistants with staff scheduling and vacation/sick coverage, as needed.
• Arranges for interviews, conducts reference checks, and supports onboarding new staff
• Maintains personnel files and staff database summaries for training and certification;
• Reconciles invoices and purchase orders, and prepares cheque requisitions.
• Organizes meetings and events including booking rooms, requests for audiovisual equipment, catering, furniture set-up.
• Takes a proactive approach and works collaboratively with other members of the team and key stakeholders when preparing agendas, managing communications and materials, and diligently following-up on outstanding action items.
• Assists with special projects and other duties as assigned.

QUALIFICATIONS:

• Graduate of a recognized office administration program and/or an equivalent combination of education and experience required.
• Minimum two (2) years recent secretarial and administrative experience.
• Excellent computer skills including the ability to work with applications in a Windows environment (Word, Excel, Access, Powerpoint, Outlook, computerized calendar and scheduling systems).
• Database and spreadsheet experience.
• Previous experience working in a health care/clinic setting an asset.
• Communication skills including the ability to formulate a broad range of documents with correct grammar and punctuation.
• Strong organization skills with demonstrated attention to detail and the ability to produce accurate work with efficient turnaround time.
• Excellent initiative, decision making/problem solving skills and interpersonal competence.
• Demonstrated ability to multitask.

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto's COVID-19 Vaccination Policy.