Job Description

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders. Sinai Health is fully committed to a culture of belonging and an inclusive environment that attracts and retains a diverse workforce, at all levels of the organization, that reflects the communities we serve. We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons, and those from diverse backgrounds and experiences. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let us know through the Accommodation Phone Line at 416-586-4800, ext. 7050, or email HiringProcessAccommodation.msh@sinaihealth.ca. To support us on our journey, Sinai Health System is looking for an experienced Administrative Assistant to support our Facilities, Capital Development and Space Planning teams at our Hennick Bridgepoint Hospital Campus. The Administrative Assistant is responsible for providing advanced administrative support to the Site Manager and Senior Director of Facilities and Capital Development. The incumbent is the first point of contact for a busy, high profile office where customer service and professionalism are of prime importance. Working closely with portfolio leadership, the Administrative Assistant is responsible for skillfully coordinating all administrative aspects related to the delivery of the portfolio\xe2\x80\x99s core programs and services as well as managing the day-to-day operations of the office with confidence and efficiency. Responsibilities

• Understands and anticipates portfolio priorities and needs to provide advanced and highly skilled administrative coordination
• Assembles information and creates draft presentations and speaking materials and independently manages routine correspondence
• Supports the development and maintenance of metrics reports and dashboards
• Maintains complex schedules ensuring conflicts are identified and managed demonstrating sound judgment and knowledge of portfolio issues and priorities
• Manages tasks for the Site Manager and Senior Director supports project management for the interdisciplinary team by assisting in the production of project related documents
• Attentively manages and maintains confidential capital development, financial, planning, and departmental information and requests
• Efficiently schedules meetings, books space, tracks items for agendas, prepares agendas, and co-ordinates material for distribution and records minutes for meetings
• Serves as a primary liaison with internal team and clients as well as with external stakeholders and vendors
• Keeps abreast of and deploys appropriate and up-to-date technological office support systems to ensure the most effective and efficient operation of the office
• Assists in managing financial accounts and cost centers for the portfolio
• General Office duties pertaining to calling in maintenance requests and receiving requests including, but not limited to: billing, invoice processing and filing, computer data entry, forms development, general lease file administration, distribution and updating, meeting coordination/bookings.
• Follows up with the facilities team for any outstanding work required
• Reviews/coordinates QFM quality checks; compile results and forward to Manager
• Process requests for Keys, Pillow Speakers, Ascom Handsets
• Coordinates/electronically files invoices
• Assist in coordinating construction projects and routine scheduled maintenance activities
• Coordination, creation, printing and installation of temp construction or activity signage.
• Promotes a collaborative work environment and supports colleagues as needed
• Performs other position related duties as required

• Successful completion of an undergraduate degree or diploma in a related field (e.g. Business Administration) from an accredited educational institution
• A minimum of 3 years\xe2\x80\x99 previous experience in an administrative role, preferably in a healthcare setting
• Applicants with proven equivalent recent and related training and experience may be considered
• Advanced technical skills including Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software
• Self-starter who sets priorities and drives deliverables to execution with minimal supervision.
• Flexible with the ability to work efficiently in a fast-paced, multitasking and dynamic environment
• Excellent interpersonal and communication skills; professional, diplomatic and confident with a proven ability to work with individuals across all levels of the organization and external stakeholders
• Proven capability to work with highly sensitive and confidential information
• Excellent organizational and time management skills with the proven ability to manage competing demands
• Experience with working with financial data as well as budget and invoice management
• Demonstrated satisfactory work performance and attendance history