Job Description

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Summary

Reporting to the Program Director, and/or Site Leader, and/or under the work direction of Physician Program Director, the Program Administrative Assistant performs a variety of administrative functions in support of the program and/or designated Program Directors, Operations Leaders and/or Site Leader. Provides Program administrative support utilizing computerized word processing, database, spreadsheet and graphics software to produce confidential correspondence and other communications, to input and organize data, display results and prepare overheads. Processes and disseminates information including medical-legal, labor relations, and disciplinary correspondence. Works with other Program Administrative Assistants and Executive Assistants to ensure coverage in designated areas and to assist with priority organizational projects.
Qualifications / Skills and Education

Education
High School Diploma, completion of a recognized secretarial or business program and three (3) to five (5) years recent related experience, or equivalent combination of education, training and experience.

Skills and Abilities
Ability to handle multiple complex and competing priorities.
Effective interpersonal skills and ability to maintain harmonious working relationships with others.
Ability to communicate effectively both verbally and in writing.
Ability to set priorities and meet deadlines.
Ability to work with minimal supervision.
Ability to keyboard at 60 WPM.
Ability to take and transcribe minutes of meetings.
Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel, Access, PowerPoint, Outlook), related databases and the Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
Working knowledge of basic bookkeeping/accounting procedures and concepts.

Duties and Responsibilities

Sets up systems, develops, organizes and maintains the day-to-day operations of the Program Directors\xe2\x80\x99 office (and Physician Program Director, where applicable). Ensures that documents / emails/ phone calls that require action are actioned, and mail in and out of the office is processed accordingly. Maintains bring forward materials and ensures that documentation is complete and available on a daily basis, develops and maintains filing systems that are both electronic and physical.

Assists the Program Director in confidential Human Resources processes such as setting up and coordinating team interviews of candidates for a variety of program leadership positions, and preparing confidential documents regarding Program staff.

Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, presentation materials for Program meetings and seminars, brochures/newsletters; develops and maintains spreadsheets and databases to record, analyze and display data. Utilizes business diagram software to prepare program work diagrams, flow charts, project plans and organizational charts.

Manages day-to-day confidential correspondence, including mail, e-mail and voice-mail for the Program Director and Physician Program Director or assigned delegate(s).

Maintains on-call rosters, distributing general notices and forwards public inquiries/concerns to appropriate department and individuals.

Schedules and prioritizes meetings and appointments and/or seminars, prepares and distributes agendas, books meeting rooms and arranges catering and any media services required, records minutes, ensures that all handout materials and other supplies are available; takes follow up action as designated. Sets up equipment as required and finalizes minutes.

Develops and maintains filing systems for the Program, including compiling, collating, calculating and preparation of information for reports, briefs and projects, both in hard copy and electronically to ensure access and timely retrieval of information.

Assesses material and office supply needs and orders as required.

Processes all cheque requests and invoices for both Leader and program expenditures. Processes all sessional and MSP billing for designated physicians.

Supports program specific project teams and creates statistical reports and/or supporting documents.

Assists with the capital equipment and planning processes in the Program, including gathering capital requests and providing support to the Operations Leaders in preparing their requisitions.

Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.

Liaises with Foundations to ensure funds are appropriately received and accessed, as requested.

Performs other related duties as assigned.

Providence Health Care