Description:
s the Administrative Assistant, you will provide administrative support to the Program Manager, and the Translational Medicine research program including performing office management, financial and accounting related duties; and secretarial support. You will act as a resource and a communication link for information within the department.
Here’s What You’ll Get To Do
- Maintain and communicate appropriate policies to ensure compliance with policies and procedures
- Develop and coordinate systems, i.e. billing, supplies inventory and ordering, communication systems
- Requisition office supplies, equipment and furniture, ensuring supplies are accessible to departmental personnel
- Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
- Oversee and coordinate the daily activities of secretarial staff/scheduling coordinator as required
- Process and monitor cost centre expenses
- Liaise with appropriate personnel to follow-up on financial matters
- Be responsible for financial tasks such as billing and payroll
- Analyze monthly financial (MI) reports and follow up on discrepancies
- Prepare and distribute agendas and minutes for meetings, perform follow-up and/or implementation of items resulting from minutes
- Arrange meeting rooms, meals, and audio visual and equipment services for meetings/events
- Schedule and confirm appointments for the Director, using judgment to reschedule or book appointments according to changing priorities
- Handle incoming inquiries, prepare reports and presentation material including slides, word processing and spreadsheets
- Coordinate and oversee projects from draft to implementation/completion
- Support Human Resource functions as it relates to recruitment, performance and attendance management, and terminations
Here’s What You’ll Need
- Post secondary degree/diploma in business or office administration
- Minimum of 5 years of senior administrative experience, preferably in the health care industry
- Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
- Experience using Adobe Professional and Endnote
- Experience with updating websites and database development
- Exceptional interpersonal, oral and written communication skills
- Proven ability to prioritize work in an efficient and organized manner
- Highly developed analytical, evaluative and problem solving skills
- Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders
- Ability to work well independently, as well as, in a team environment
- Ability to work in a fast paced, work environment with many interruptions and multiple priorities