Program Administrative Assistant - Surgery

Position: Program Administrative Assistant

Dept/Program: Surgery and Peri-Operative Programs

File #: 2023-33885

Role Level: AC06 $27.85 - 34.85 / hr

Status: Termporary Full Time (September 18, 2023 – May 2, 2025 )

Hours of Work/Shifts: 37.5 Hours/Week - Monday to Friday

Site: Credit Valley Hospital

Posted: July 19, 2023

Internal Deadline: July 26, 2023

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

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

Position Summary:

A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and able to disseminate complex information and maintain effective working relationships with the program leadership and all internal and external stakeholders. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction.

Reporting to the Clinical Program Director, Surgery and Peri-Operative Services, the Administrative Assistant will be responsible to support the administrative activities for the Surgery Program Director, Medical Chief and the Peri-Operative Medical Director as well as the program leadership team. Key responsibilities include:

• Managing professional staff on call schedules, recruitment process, stipends,
• Organizing, coordinating and prioritizing daily clerical support activities within the program, including: scheduling/coordinating meetings and interviews, managing the Director and Medical Chief calendars, telephone and e-mails correspondence as well as tracking and reporting on the status of action items, projects, etc., as assigned.
• Preparing, editing and distributing communications, presentations and briefing notes
• Creating and maintaining data bases (excel spreadsheets) to support program administrative activities
• Supporting corporate and program committees
• Developing, distributing and maintaining accurate materials/records for meetings/events and interview (agendas, presentations, minutes, interview guides)
• Managing payroll
• Organizing quarterly and annual program events/rounds

Key Qualifications and Experience:

• Demonstrated ability to accurately coordinate multiple electronic calendars to schedule meetings, interviews, administrative activities and/or events (book rooms, teleconference, videoconference, catering, etc.) with the ability to proactively problem resolve calendar conflicts.
• Self-directed with effective communication (oral and written) and interpersonal skills with the ability to work independently and with minimal supervision
• Project management skills an asset
• Ability to travel across sites as required
• Grade 12 combined with 2 years of community college secretarial and/or equivalent clinical administration experience required.
• Demonstrated ability to accurately prepare, edit, distribute and file documents (correspondence, agendas, minutes, presentations) manage payroll, and maintain office supplies.
• Advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, videoconference and teleconference set up
• Experience with general accounting and file management to support processing and tracking of invoices
• Proven ability to work collaboratively to develop effective relationships with all members of an inter-professional team (internal and external customers and partners)
• Positive work ethic and attendance record

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

Trillium Health Partners’ (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, Métis 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.