Compensation Pay Range:
$26.43-$32.46
Job Description:
The Administrative Assistant, is responsible for providing administrative support to a clinical or provincial program.
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Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
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Maintaining awareness of the clinical/provincial program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
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Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup.
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Submitting required information to support physician billing (if applicable)
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Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, and confidential files.
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Supporting the administrative aspects of program’s academic and research mandates
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Preparing annual program summary reports
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Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
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Making travel and hotel arrangements for staff and out-of-town visitors.
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Prioritizing incoming mail and documents and distributing appropriately.
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Photocopying, collating, faxing and distributing documents.
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Proofreading documents for grammar and spelling.
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Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
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Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
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Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
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Maintaining both electronic and paper filing systems
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Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc
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Desire to learn and quickly adapt to new processes/ database updates and technology related platforms such as SharePoint
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Ordering supplies as required.
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Performing other duties as assigned.
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Criminal Record Check (Essential)
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Diploma in relevant field (Essential)
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Approximately 12 months of related experience (Essential)
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Knowledge of medical terminology (Preferred)
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Clinical terminology proficiency (Essential)
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Bilingualism (English and French) (Essential)
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Sound judgement, the ability to prioritize and adjust as required (Essential)
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Ability to anticipate needs, as well as plan and prioritize work.(Essential)
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Ability to take initiative and work independently with minimal direction. (Essential)
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Ability to multi-task and complete tasks in a timely fashion; (Essential)
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Strong organizational skills (Essential)
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Detail-oriented (Essential)
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Discretion and a high degree of confidentiality (Essential)
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Professional, effective, concise communication (both oral and written) (Essential)
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Comprehensive use of MS Office including word processing, spreadsheet, presentation, email (Essential)
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Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
- Timeline may be extended or shortened based on operational needs.
- Please note you will be represented by the Laborers International Union of North America (LiUNA).
Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.
Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.
Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.
Please note you will be represented by the Laborers International Union of North America , (LiUNA).
Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.
CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.
Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.
We thank all those who apply, however, only those to be interviewed will be contacted.
