Job Description

Position: Program Administrative Assistant

Dept/Program: Facilities Operations, Patient Support Services, Stores and Supply Chain Management

File #: 2024-36009

Role Level: AC06 $29.90 - 37.42/hr

Status: Termporary Full Time (approximately 18 months)

Hours of Work/Shifts: Monday to Friday

Site: Mississauga Hospital

Posted: January 5, 2024

Internal Deadline: January 12, 2024

*The location of any vacancy/position may be changed or reassigned as per operational needs

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission: A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

JOB DUTIES AND RESPONSIBILITIES:

• Provides senior-level administrative support to Facilities Operations, Patient Support Services and Stores and Supply Chain Management Leadership Teams, including but not limited to detailed daily calendar management, payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, room booking, minute-taking, assist with projects and review/triage of incoming correspondence
• Prepares briefings, meeting agendas, all user memos, PowerPoint presentations, attend meeting committees and composes complex correspondence on behalf of leadership
• Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Complies, proofreads, and formats reports and other documents and presentations.
• Responsible for managing the day-to-day logistics and coordination of the Facilities Operations, Patient Support Services and Stores and Supply Chain Management Leadership Team office across all sites
• Independently carries out all assigned responsibilities and provides general departmental administrative support
• Manages and monitors payroll reports and tracks vacations as required
• Manages departmental supplies and equipment ordering, invoicing and securing of approvals from management
• Manages Facilities Operations, Patient Support Services and Stores and Supply Chain Management Leadership Team files and documents, including online shared folders and SharePoint site
• Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops
• Acts as the primary contact for Facilities Operations, Patient Support Services and Stores and Supply Chain Management Leadership Team for general enquiries
• Manages document and contract approval and sign-off processes for the Director of Facilities Operations, Patient Support Services and Stores and Supply Chain Management
• Coordinates and manages the processing and tracking of complex consultant and project contracts. Supports with Request for Proposal procurements.
• Coordinates and manages departmental policies and procedures; engagement, approvals and preparing / posting to Paradigm
• Liaises with Finance, Risk, Occ. Health, Shared Services West and other departments as necessary to support operational activities and reporting
• Establishes and maintains effective relationships with management, program leadership and staff across the organization
• Other duties as may be assigned from time to time
• Travel between all three sites of Trillium Health Partners is required
• Regular full time contract position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary.

JOB SPECIFICATIONS

Knowledge & Experience

• College certificate or administrative training equivalent required
• Minimum 3 to 5 years of experience in a hospital or other health care related field
• Minimum 5 to 7 years of experience in providing senior level administrative support
• Understanding of capital planning and redevelopment functions and processes within a large acute care environment
• Excellent technical skills in full Microsoft Office suite, including Outlook, Word, Excel and PowerPoint
• Experience with Meditech is an asset
• Experience using SharePoint is an asset

Skills and Abilities

• Strong ability to work independently and proactively with minimal direction
• Must be detailed oriented
• Strong verbal and written communication skills
• Excellent interpersonal and organizational skills
• Exceptional time management and prioritization skills
• Strong customer service skills
• Proactive thinker with demonstrated ability to apply sound judgement
• Strong problem solving, analytical and conflict resolution skills
• Excellent technical skills in full Microsoft Office suite, including Word, Excel and PowerPoint
• The ability to function effectively during periods of rapid change and transition
• Ability to build and maintain relationships with key internal and external stakeholders
• Ability to link operational practices to business strategies

To pursue this career opportunity, please visit our website:

Trillium Health Partners\xe2\x80\x99 (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, M\xc3\xa9tis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection 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.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.

Trillium Health Partners