Administrative Assistant - Toronto, Canada - Public Health Ontario

Public Health Ontario

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

To provide a range of administrative services to support the operations and services of an assigned unit/department.

Key Responsibilities:

Provides various administrative services to support the programs, services and/or operations of an assigned unit/department.
Coordinates work flow in support of unit/department programs/services/operations.
Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination with others to provide services and resolve problems.
Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms).
Arranges scheduling and logistics of meetings, including minute taking when needed.
Establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records or client's files.
Supports research administration (e.g., updating references, coordinating publication materials)
Contributes to, and provides input into unit business processes/ procedures.
Provides backup support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required.
Serves as the unit point person coordinating technological support, including liaising with IT to resolve technical issues and coordinating access to SharePoint and other information.
Performs other duties as assigned.

Knowledge and Skills:

Expertise in Word, Excel and PowerPoint.
Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery.
Knowledge and skills in the use of various general office and specialized software (e.g., spreadsheet, accounts, database management).

Education and Experience:

Attributes and Competencies:

Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization.
Written communication skills to draft responses to inquiries.
Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters.

Job Types:
Full-time, Fixed term contract

Contract length: 13 months

Work Location:
Hybrid remote in Toronto, ON