ADMINISTRATIVE ASSISTANT - Infrastructure
Mackenzie Health
Richmond Hill, ON
Job Description
POSITION SUMMARY

The Administrative Assistant is responsible for providing senior level administrative and organizational support to the ICAT Infrastructure team. The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and will function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting. While Administrative Assistants support individuals, they share responsibility for supporting the collective needs of a broader team eg CIO, CMIO, Privacy portfolios and support the service atmosphere and professionalism that exemplifies Mackenzie Health’s values and guiding principles.

PRIMARY RESPONSIBILITIES

  • Supports the efficient day-to-day functioning of the organization’s professional staff by providing high quality administrative support to the Director of Infrastructure and other members of the ICAT Team.
  • Coordinates and prepares agendas and supporting documents, records and transcribes minutes for a variety of meetings.
  • Drafts documents and correspondence, including contracts, letters, responses, memorandums, announcements and prepares presentation material while ensuring accuracy and appropriateness of presentation formats, using advanced skills in relevant software applications.
  • Manages calendars, organizes travel and conference arrangements and co-ordinates a variety of engagements with both external and internal clients.
  • Completes and maintains required documentation for payroll purposes
  • Works collaboratively with other administrative support staff in the program to ensure appropriate coverage
  • Supports the ICAT team with projects and initiatives
QUALIFICATIONS

  • Successful completion of a Diploma or Degree in Office Administration or related field or equivalent combination of education and experience
  • Superior Microsoft Office skills including Microsoft Sharepoint, Powerpoint, Word, Access, Excel and M/S Project
  • Demonstrated office administration experience in an Administrative Assistant or equivalent role, minimum of one year experience preferred.
  • Health care experience preferred.
  • Must be able to multi-task, prioritize and manage own workflow to ensure quality and efficiency
  • Proficient minute-taker with an ability to prepare high quality concise meeting minutes
  • Excellent written and verbal communication skills
  • Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
  • Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information
  • Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
  • Strong problem solving skills and sound judgment
  • Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders
  • Professional and customer service oriented with an ability to work with individuals across all levels of the organization
  • Self-directed, detail oriented, dependable and resourceful
  • Effectively uses empathy and respect in interactions with others.
  • Proven attendance record.
  • Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
  • Ability to perform the essential duties of the job.
  • Effectively uses empathy in interactions with others.
  • Demonstrates behaviours consistent with Mackenzie Health’s Commitment to Caring.
  • Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy.
  • Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
  • You may be required to work at any site of Mackenzie Health
Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.