Project Analyst and Executive Assistant - Toronto, Canada - Holland Bloorview Kids Rehabilitation Hospital

Holland Bloorview Kids Rehabilitation Hospital
Holland Bloorview Kids Rehabilitation Hospital
Verified Company
Toronto, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Overview


Reporting to the Chief Information Officer (CIO), the Project Analyst and Executive Assistant, Information Management & Technology (IMT) provides a wide variety of project management and portfolio management support across Digital Health Projects as well as administrative support to the CIO and to the IMT department in general.

This position requires strong project analysis and workflow documentation experience; solid budget management skills including budget tracking, and invoice processing; advanced Office 365 skills, and strong presentation design skills to produce slide decks for the CIO.

This role is a critical team role supporting the CIO and within the IMT portfolio.


Key Responsibilities

  • Provides project management and portfolio management support to the CIO including creation and maintenance of project documents such as project charters, project plans, decision, and risk logs.
  • Prepares meeting agendas, takes minutes and distributes minutes for various committees led by the CIO.
  • Manages the annual IMT Capital submission process including tracking of submissions, approvals and followups.
  • Responsible for the daytoday activities of the CIO and IMT portfolio including scheduling and maintaining appointments, organization of meetings and materials, and assisting with workflow and follow up.
  • Manages calendars and schedules meetings including keeping an overall summary of standing meeting schedule.
  • Manage invoices and tracks budgets across multiple IMT budgets.
  • Coordinates regular IMT portfolio staff meetings including agenda and content preparation.
  • Arranges meetings, conferences, including distribution of materials, booking rooms, refreshments and travel arrangements.
  • Accountability for payroll for the IMT department.
  • Respond to confidential, complicated and routine inquiries using tact, sensitivity and confidentiality.
  • Maintain an accurate and easily accessible electronic filing system
  • Purchases office supplies for the department ensuring adherence to specific IMT budgets.
  • Acts as an ongoing liaison to communicate information to and from departmental and Centre staff.
  • Enter customer service activities as tickets in the department's Help Desk software
  • Monitor Help Desk tickets to resolve requests. Following up with customers, when needed to ensure satisfaction once ticket is closed.
  • Conducts research and is able to assemble and analyze data to prepare reports and documents.
  • Reviews operating practices and makes suggestions for improvements as necessary.

Qualifications

  • Postsecondary degree required.
  • Minimum of 3 years of project and administrative experience.
  • Experience in working with Clevel executives preferred.
  • Strong team player who excels in a fastpaced environment.
  • Prior experience with process mapping and improvement as well as on project management tasks.
  • Exceptional project analyst skills supporting medium to large projects.
  • Strong communicator with superb organizational and relationship management skills
  • Ability to work across crossdepartmental teams.
  • Proactive individual with a high level of attention to detail
  • Ability to collaborate with crossfunctional teams.
  • Advanced skills with MS Office Suite, including MS Word and MS Powerpoint preferred including:
  • Generate Excel spreadsheets with advanced formatting and filtering options. Knowledge of advanced macros an asset
  • Create Word documents with advanced formatting and layouts.
  • Produce impactful PowerPoint presentations.
  • Ability to coach others to use MS Office software programs an asset.
  • Use enhanced MS Outlook calendar management options.
  • Project Management and Change Management certifications considered an asset.
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