Job Description

Position: Program Administrative Assistant (x1)

Status: Temporary Full-Time, until September 4, 2025

File #: 2024-39118

Role Level: Admin Clerical (AC06) - $30.80- $38.54

Dept/Health System: Facilities, Supply Chain Management and Patient Support Services

Hours of Work/Shifts: Monday to Friday (800 - 1600)

Posted: September 16, 2024

Internal Deadline: September 23, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission: A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

JOB DUTIES AND RESPONSIBILITIES :

• Provides senior-level administrative support to Facilities, Store & Supply Chain Management and Patient Support Services Team, including but not limited to detailed daily calendar management, payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, room booking and audiovisual and videoconference equipment set up, minute-taking and review/triage of incoming correspondence
• Prepares briefings, meeting agendas, all user memos, Powerpoint presentations and composes complex correspondence on behalf of leadership
• Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Complies, proofreads and formats reports and other documents and presentations.
• Responsible for managing the day-to-day logistics and coordination of the Facilities, Store & Supply Chain Management and Patient Support Services Team office across all sites
• Independently carries out all assigned responsibilities and provides general departmental administrative support
• Manages and monitors payroll reports and tracks vacations as required
• Manages departmental supplies and equipment ordering, invoicing and securing of approvals from management
• Manages Facilities, Store & Supply Chain Management and Patient Support Services Leadership Team files and documents, including online shared folders and SharePoint site
• Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops
• Acts as primary Facilities, Store & Supply Chain Management and Patient Support Services Team contact for general enquiries, including room booking requests and disseminates/prioritizes requests as necessary
• Manages document and contract approval and sign-off processes for the Director Facilities, Store & Supply Chain Management and Patient Support Services
• Coordinates and manages the processing and tracking of complex consultant and project contracts. Supports with Request for Proposal procurements.
• Coordinates and manages departmental policies and procedures; engagement, approvals and preparing / posting to Paradigm
• Liaises with Finance, Risk, Occ. Health, Shared Services West and other departments as necessary to support operational activities and reporting
• Establishes and maintains effective relationships with management, program leadership and staff across the organization
• Other duties as may be assigned from time to time
• Travel between all three sites of Trillium Health Partners is required
• Regular full time contract position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary.

JOB SPECIFICATIONS

Knowledge & Experience

• College certificate or administrative training equivalent required
• Minimum 3 to 5 years of experience in a hospital or other health care related field
• Minimum 5 to 7 years of experience in providing senior level administrative support

Skills and Abilities

• Strong ability to work independently and proactively with minimal direction
• Strong verbal and written communication skills
• Excellent interpersonal and organizational skills
• Exceptional time management and prioritization skills
• Strong customer service skills
• Proactive thinker with demonstrated ability to apply sound judgement and anticipate the needs of the leaders they support
• Strong problem solving, analytical and conflict resolution skills
• Excellent technical skills in full Microsoft Office suite, including Word, Excel and PowerPoint
• The ability to function effectively during periods of rapid change and transition
• Ability to build and maintain relationships with key internal and external stakeholders
• Ability to link operational practices to business strategies