Description:
What you will do in this role:
- Provide Customer Service and assist with scheduling meetings; including booking rooms, equipment, preparing agendas, and recording minutes
- Format letters, memos, and other documents as required
- Order, track, and organize supplies, program materials and resources for the team
- Organize, maintain, and update team files, client charts, and mailing lists; prepares files for archiving as per regional policy
- Coordinate large mail-outs with internal and external clients
- Respond to service requests from internal and external clients
- Perform data entry and report retrieval related to health programs using specialized software (i.e. Microsoft Access, OHISS, HRMS)
- Orient, train, and coordinate new staff to team procedures, administrative processes, EIM, and team-specific software and/or databases
- Track and process invoices, collate billing information, reconcile team budget
- Assist with the planning and coordination of workshops and events, including researching venues, monitoring budget, organizing A/V equipment, registering participants, and managing a waitlist
- Book and manage appointments and provide reception for clients in health programs
- Maintain and handle confidential client information
- Assist in supporting administrative duties for the division (e.g., handling internal mail and fax distribution; ordering and maintaining divisional forms and supplies; overseeing equipment cabinet; ordering service repairs for MFDs other equipment; handling building maintenance issues, etc.)
- Perform other administrative duties as assigned that support the mandate of the health team(s) and division
- Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and pro-actively managing bias
What the role requires:
- Secondary school graduate
- A minimum of one (1) year general office experience in a related field (e.g. Business Administration, Database Management, Medical office records)
- An equivalent combination of education and/or experience may be considered
- Strong verbal and written communication skills
- Excellent organizational and time management skills
- Familiarity with PeopleSoft HRMS and Microsoft Excel is an asset