Administrative Assistant - Hurvitz Brain Sciences Program (2023-4913)

Summary of Duties

The successful candidate will provide support to the PCM and Project Team planning for the opening of the new Hurvitz Brain Sciences Building.

Duties going forward include supporting all PCMs in the Hurvitz Brain Sciences program to co-ordinate day-to-day activities, manage calendars, schedule meetings and zoom meetings and candidates for interviews, on boarding of new staff, and prepare meeting materials. Work on special projects, edit correspondences, draft brochures and posters, take minutes, collate data, maintains account disbursements, payroll and financial processing. The role also entails vendor sourcing, the ordering of office supplies, equipment, catering for special events and room reservations in addition to errands, providing technical support and other ad hoc duties. Acts as back up coverage for other Administrative Support Staff.

Qualifications/Skills

• Keyboarding at 60 w.p.m. with maximum 5% error rate
• Must be very adept at exercising tact and discretion when dealing with highly sensitive and highly confidential issues
• Must be proficient in written and oral communication skills to support our requirement to read, edit and compose correspondence
• Previous three years related experience required in an administrative assistant or similar role, preferably in a health care environment, and experience taking minutes of meetings
• Must have excellent working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher, Visio), e-requisition (SRM) and ESP
• Good problem-solving skills and an ability to work as a team member on projects
• Completion of a relevant post-secondary Administrative Assistant/Office Management Program at the College level required
• Must be able to demonstrate flexibility and act independently using sound judgment when taking initiative on a wide range of issues
• Desire and ability to take on new and added responsibilities.
• Ability to recognize when direction is needed when there are competing demands, including time sensitive requests
• Must be organized in approaching work tasks and able to prioritize effectively and multi-task
• Superior time management, organizational skills, accuracy and attention to detail required.
• Good inter-personal skills and ability to work well with a diverse group of individuals
• Capable of maintaining composure and competence when working to deadlines