Administrative Assistant, IMIT - Public Health Ontario - Toronto, ON

The Administrative Assistant provides administrative support primarily to the Director, Project and Application Support Services and Director, Technology Services. Coordinates and assists with other departmental activities as needed.

Key Responsibilities

• Coordinates the flow of information and documents into the business unit and ensures urgent matters are brought to the attention of the Directors in a timely manner.

• Coordinates the Directors’ schedules and makes arrangements for all meetings including but not limited to: determining priorities of appointments, booking meeting locations/rooms, preparing agendas, compiling and distributing related background material as appropriate, making arrangements for teleconferencing and videoconferencing as required, coordinating travel/accommodation requirements for out-of-town meetings/conferences and processing travel expenses as required.

• Responds to incoming calls to the unit from senior government officials (all levels), private sector companies, health-care providers and occasionally the general public; provides basic responses based on own knowledge of PHO’s mandate, services, priorities and procedures, or referring inquiries regarding information, documentation and assistance to other PHO staff; liaises with Directors and staff throughout PHO to keep in touch with current activities.

• Prepares a variety of departmental documents, correspondence, reports, statistics and materials for the Directors; provides general administrative financial support for the business unit including reviewing/consolidating PHO accounts data, checking/processing invoices, P-cards purchases and expense claims, reviews, gets approval and submits biweekly timesheets for contract staff.

• Submits S.ODO requests to ITS for on and off boarding of employees, software installs and service requests.

• Provides assistance on projects related to the development and implementation of office administrative procedures, systems and practices within PHO.

• Serves as back-up for Reception and takes on other duties and responsibilities, as required. Other duties as assigned.

• Proficient with various computer systems and software programs including: database management, word processing, spreadsheet, reference Director, and presentation applications.

• Highly organized with an ability to determine priorities while performing a variety of different administrative responsibilities with conflicting deadlines, particularly to determine the importance and urgency of issues, and to respond effectively to fluctuating work load demands in a fast paced environment.

• Analytical ability sufficient to review incoming correspondence and information requests and refer issues to the appropriate staff member, to determine the nature of calls received from management/staff and external contacts and provides appropriate general information in a timely manner.

• Written communication skills to compile information for meetings, create correspondence and reports, and prepares presentations.

• Interpersonal and oral communication skills to respond to staff/client inquiries and maintain effective linkages with all levels of contacts.

• Ability to accurately and efficiently produce materials, with attention to detail in order to review/proof read documents for accuracy and completeness.

• Knowledge of and ability to apply administrative service principles, methods and practices to provide support to the business unit.

• Knowledge of the activities of the unit as well as PHO’s mandate, services, priorities and procedures.

Knowledge and Skills

• Demonstrated administrative experience to provide support across multi-functional areas of the business unit.

• A minimum of three years of experience providing assistance at the Manager level.