POSTING: Non-Contract 006N24
STATUS: Temporary Full Time (One-Year Contract)
CLASSIFICATION: Executive Assistant & Site Administrative Support
WORK AREA: Providence Living at The Views
EFFECTIVE DATE: TBD
HOURS: 0900-1700 Monday - Friday (75 biweekly hours)
DAYS OFF: Saturday & Sunday
SALARY: $54,000 - $68,137 annually
COMPANY:
Providence Living is a newly created non-profit Catholic-sponsored health care organization focused on long-term care, assisted living, housing, and other community services to support seniors and their family members. We are committed to re-imagining the experience of seniors, especially those living with dementia, and to creating communities and fostering a culture where seniors are empowered to make decisions that affect their quality of life.
Reporting to the Executive Director and the Director of Site Support Operations, the Administrative Assistant provides expert administrative and clerical support to the organization. Responsibilities include coordinating the flow of information, ensuring accurate and timely delivery of administrative and support services including apprising the Executive Director and the Director of Site Support Operations of current issues and activities within the Administration portfolio.
ROLE RESPONSIBILITIES:
- Maintains and manages appointment schedule and time commitments for the ED through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
- Responds to verbal and written communication directed to the ED. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to others for reply. Liaises with community and government agencies on behalf of the ED/EMD to respond to and/or share information and ensure follow-up by relevant staff on emergent issues.
- Produces and maintains a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing and spreadsheet software packages, including creation of files, tables, and spreadsheets. As requested, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Distributes documentation such as correspondence and reports.
- Screens incoming materials, prioritizes items for immediate attention and distributes. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing mail.
- Makes arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency, confirming reservations, establishing an itinerary, collating and submitting expenses.
- Coordinates and manages internal and external requests, inquiries, invitations, etc. determining urgency and nature of requests. Schedules, takes necessary action and/or designates for follow up.
- Responds to verbal and written communications within the Administration portfolio on behalf of the Executive Director and the Director of Site Support Operations, or drafts for signature as appropriate.
- Coordinates with the HR Administrator to post new jobs on the posting board, print employee badges, print wellness memos, give employees union cards, scan documents, and set up new employees in the computer system.
- Liaises with community groups and government agencies on behalf of the organization to respond to and/or share information and ensure follow-up by relevant staff on emergent issues.
- Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various software programs.
- Investigates, gathers and compiles information on issues and prepares reports to the Executive Director and the Director of Site Support Operations, outlining options and recommendations.
- Assesses incoming materials and prioritizes for immediate attention and distribution.
- Participates in a variety of meetings through methods such as drafting agendas, compiling background materials, including reports and handouts, attending and recording meeting proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence, ascertaining status of item/issue, investigating and designating items.
- Support the organization’s internal and external communications with media writing assignments and updates to the intranet, internet and social media. Develops and manages relations with internal and external stakeholders and audiences to convey required messaging.
- Designs and maintains a records classification systems for the Administration portfolio for records such as correspondence, reports, policies, contracts and agreements.
- Coordinates travel arrangements and accommodations as requested by the Executive Director and the Director of Site Support Operations for attendance at industry meetings and conferences.
- Participates in a variety of projects and assignments. Responsibilities include researching information, tracking, compiling and analyzing data, interpretation and application of legislation, regulations, bylaws, policies and procedures.
- Assist staff with computer-related issues such as resetting passwords, setting up laptops/computers, troubleshooting Wi-Fi issues, opening a help desk ticket.
- Performs other related duties as assigned.
QUALIFICATIONS:
A level of education, training and experience equivalent to high school graduation plus additional related course work in office or business administration and a minimum of five (5) to seven (7) years of related administrative experience in a large complex organization, preferably in the healthcare field. Proven ability to work in a dynamic environment with a variety of disciplines to maintain and foster good working relationships.
- Strong computer skills and extensive knowledge of applications such as MS Office (Word, Excel, PowerPoint, Project, Outlook)
- Good interpersonal skills, including tact and diplomacy, in dealing with a variety of work situations, hospital staff, government representatives, community agency personnel and the general public
- Excellent oral and written communication skills
- Aptitude to be proactive requiring minimum direction
- To anticipate and resolve issues before they escalate
- Capable of decision making/problem solving within predetermined guidelines
- Organizational skills and ability to work independently
- Work under pressure with short turnaround times; flexibility to ensure deadlines are accommodated
Please submit your cover letter and resume. Cover letters should express interest and highlight additional information relevant to this contract position and resumes should include a tailored summary of skills and experience related to the successful fulfilment of the requirements of this contract. Where possible, links to show completed projects would be appreciated.
