Reporting to the Director of IT Operations, the Administrative Assistant, Information Technology (IT), provides high-level administrative, operational, and coordination support to multiple IT Directors. This role is a key position within the IT team and acts as a central point of coordination between IT leadership, executive leadership, as well as internal and external partners.
The successful incumbent will be an independent thinker who is creative, detail-oriented, results-focused, organized, and thrives on working in a fast-paced, ever-changing environment. The incumbent will be comfortable working under minimal supervision and making decisions that support the mission, vision and core values of Niagara Health. Travel between sites for coverage is required.
RESPONSIBILITIES AND COMPETENCIES:
o Provide comprehensive administrative support to four directors within the IT department; coordinate and oversee administrative aspects of IT initiatives across multiple sites
o Manages calendars: schedules appointments, meetings, and conferences; coordinates internal and external bookings including meeting space and conference attendance; ensures all appointments are properly coordinated and confirmed
o Prepares memos, letters, presentations, emails, and other communications for internal and external audiences
o Serves as a point of contact for communications (phone, email, mail) and triages inquiries from staff, volunteers, physicians, visitors, and others; provides excellent customer service
o Assists with purchase orders, invoices, expense tracking, and vendor coordination
o Organizes, develops and maintains digital and physical filing systems, ensuring all records are accurate and up to date
o Coordinates office mail and courier deliveries and distribution
o Inputs data into relevant systems, tracks deadlines, and maintains accurate records for office activities
o Supports planning and events calendars; assists with special events as needed
o Collaborates with other portfolios/programs to ensure clear communication and smooth project execution
o Demonstrated ability to manage a large, diversified workload with changing priorities and deadlines
o Proficient in minute-taking and transcription; comfortable producing reports and presentations for events
o Demonstrated commitment to continuing education
o Strong working knowledge of Microsoft Office Programs as well as other virtual platforms
QUALIFICATIONS:
o Completion of a Community College Diploma specializing in Office Administration, or equivalent
o Minimum 3 years of administrative experience in an administrative role, or related clerical experience
o Ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines
o Strong proficiency in Microsoft applications such as Outlook, Word, Excel, SharePoint, Teams, PowerPoint and Visio
o Work experience in a unionized health-care setting an asset
o Ability to work effectively within a multi-disciplinary team
o Excellent organizational, communication, and judgement skills
o Consistent and regular attendance required
Questions, quoting the job posting number, may be directed to
[email protected]
This position is an existing vacancy at Niagara Health. No artificial intelligence is used in the screening, assessment, or selection of applicants. If you believe you have encountered or applied for a fraudulent job posting claiming to represent Niagara Health, please contact [email protected]
At Niagara Health, we value diversity, equity and inclusion, and welcome applications from all people. We are especially interested in hearing from you if you are excited about being part of a respectful and hard-working team in the beautiful Niagara Region, have a passion for service and excellence in healthcare, have a background or related expertise in the healthcare environment, supporting patient care and providing extraordinary customer-service.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Niagara Health will provide accommodations through the recruitment process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
At Niagara Health, we are committed to advancing diversity, equity and inclusion. As a part of this work, we collect information on Ontario Human Rights Code grounds and non-Code grounds in order to: hire and retain diverse talent, prevent and/or address systemic barriers to access and opportunity, improve service delivery and programs and advance diversity and inclusion overall. All identification questions are optional and include a "prefer not to answer" option.