Executive Assistant - Greater Sudbury, Canada - Health Sciences North
Description
Executive Assistant:
Competition #
4977
Job Title
Executive Assistant
Department
Vice President, Medicine & Chief Nursing Executive
Status
Permanent
Work Type
Full-time
Affiliation
Non Union
Shift Assignment
Days
Bilingualism Required
No
Police Check Requirement
N/A
Site
RLHC-Non Union Non Managment
Salary Information
$34.61 to $40.72 per hour
Application Closing Date
January 31, 2024
KEY FUNCTION:
Provide efficient and confidential administrative support, and ensure the day-to-day operations are effectively and efficiently managed, coordinated, and performed.
REPORTING:
Under the general direction of the Vice President, Medicine & Chief Nursing Executive.
DUTIES:
- Manage and coordinate the flow of information to and from the Vice President, Medicine & Chief Nursing Executive office.
- Coordinate and schedule appointments and prioritize and maintain the Vice President, Medicine & Chief Nursing Executive schedule.
- Coordinate travel arrangements leadership team; complete travel expense claims for submission and approval as required.
- Monitor and assist with budgetary preparation and ensure submission deadlines are met.
- Oversee accounting of expenditures, and distribution of funds as required.
- Manage patient and employee complaints and direct to appropriate area for timely response.
- Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.
- Coordinate meetings/conference calls, prepare agendas, ensure appropriate followup, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
- Complete special projects as assigned.
- Maintain and update filing systems and electronic record management systems.
- Process biweekly payroll data as required.
- Coordinate regular and special events as assigned.
- Facilitate the gathering of statistical information and coordination of reporting requirements as it pertains to the specific program.
- Provide administrative support to members of the administrative team as required.
- Ensure the Vice President, Medicine & Chief Nursing Executive is kept abreast on all internal and external issues, and is advised of and prepared for all appointments and meetings.
- Act as a liaison between the Vice President, Medicine & Chief Nursing Executive and HSN's Board of Trustees, senior leadership, management, physicians, staff, internal and external stakeholders, and the general public.
- Act as the recording secretary for assigned committees.
- Determine and align improvement projects with HSN's Strategic Plan; monitor and adjust to achieve goal outcomes.
- Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
- Educate and promote health, safety and wellness in the work place.
- Represent the department or program on various committees and in meetings as required.
- Perform other duties as assigned.
QUALIFICATIONS
EDUCATION AND TRAINING:
- Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college.
- Ministry of Labour "Worker Health and Safety Awareness in 4 Steps" training certificate is required.
EXPERIENCE:
- Minimum of three (3) years' experience working in an administrative support role at a senior management level, preferably in a health care environment.
KNOWLEDGE/SKILLS/ABILITIES:
- Demonstrated minimum typing speed of 50 words per minute.
- Demonstrated superior time management, prioritization, organizational, analytical, critical thinking, problemsolving, and leadership skills.
- Demonstrated proficiency in taking and transcribing minutes.
- Demonstrated ability to compile data, and independently manage small to medium sized projects.
- Demonstrated training, experience or utilization of lean methodology for process improvement.
- Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
- Demonstrated excellent computer skills with proficiency in Microsoft Office software (Word, Excel, Power Point and Outlook) and patient information systems.
- Demonstrated superior interpersonal and communication skills, both written and verbal.
- Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
- Demonstrated discretion and maturity when handling confidential information.
- Demonstrated commitment to the safety of coworkers and patients.
PERSONAL SUITABILITY:
- Demonstrated ability to work flexible hours and attend mandatory meetings as required.
- Demonstrated commitment to continuous quality improvement.
- Proven ability to work independently and in a team environment.
- Demonstrated commitment to ongoing professional development.
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