Administrative Assistant, Mental Health & Addictions Centre of Excellence (MHACOE)

Want to make a difference in your career? Consider this opportunity.Reporting to the Director, Clinical Programs, Mental Health & Addictions Centre of Excellence, the Administrative Assistant provides administrative support to portfolio and internal stakeholders to achieve department-level goals. Duties may include tasks like coordinating and scheduling meetings, managing and maintaining documents and SharePoint sites, handling new employee onboarding requests, and supporting committees and working groups.Here is what you will be doing:

• Offers administrative support to the Mental Health and Addictions Centre of Excellence, which is a program area within the Clinical Institutes and Quality Programs portfolio within Ontario Health
• Schedules and coordinates meetings, interviews, and events.
• Interacts with internal and external stakeholders, executives and Executive/Administrative Assistants, responding to requests with appropriate urgency and providing relevant information as needed.
• Demonstrates excellent judgment and integrity through protecting the confidentiality of all sensitive correspondence and information.
• Attends various meetings (internal, external, volunteer, and stakeholder) and records and distributes minutes to ensure follow up on issues arising from meetings
• Manages correspondence, including drafting, editing, formatting, and proofreading materials to ensure accuracy and appropriate level of detail
• Prepares special correspondence, meeting agendas, reports, presentations, packages and other documents
• Tracks metrics, runs reports and provides basic analysis of information gathered.
• Assists with the further development of the department
• Provide assistance as needed to the other groups within the department
• Provides first point of contact for the department
• Coordinates all administrative activities of the Director including booking travel and accommodation arrangements.
• Plans and co-ordinates all aspects of meeting arrangements, including logistics, IT requirements, refreshments, invitation lists, name badges, facilitation, etc.

Here is what you will need to be successful:Education and Experience

• A post-secondary degree, diploma or certificate in business administration, office administration or an executive secretary program or equivalent
• Minimum two (2) years of relevant experience in an administrative role in a healthcare setting or a combination of equivalent experience and education.
• Demonstrated exceptional organizational ability with superior attention to detail.
• Demonstrated tact, discretion, and diplomacy.
• Highly motivated self-starter with demonstrated ability to support a team-oriented environment.
• Ability to maintain confidentiality at all times demonstrating use of discretion and sound judgment.
• Demonstrated experience recording accurate minutes of meetings.

Knowledge and Skills

• Highly developed interpersonal skills with the proven ability to work effectively with all levels of staff, volunteers and external clients and stakeholders;
• Demonstrated administrative and computer skills including advanced proficiency in MS Office, including Outlook, Teams, Word, Excel and PowerPoint;
• Proven superior written and oral communication skills;
• Demonstrated problem-solving and analytical skills;
• Commitment to quality and data integrity;
• Demonstrated event and time management skills with the ability and flexibility to prioritize multiple tasks and projects in a fast paced, results oriented environment.

Employment Type: Permanent full-time 37.5hrsLocation: Ontario (currently virtual; subject to change)Internal Application Deadline Date: June 3, 2022 11:59pm ESTNote: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no such accommodation is identified, the Applicant will not be eligible to proceed through the recruitment