Administrative Support IV

This opportunity is at the Strathcona Community Hospital - offering a 24/7 Emergency Department, and a variety of Ambulatory, Laboratory and Diagnostic Imaging services. Reporting to the IV Therapy/Ambulatory Care Clinic Manager, the incumbent provides direct administrative and professional support. Assist the public and external stakeholders with questions/concerns, as well as liaise with internal departments to ensure processes/procedures that are used in daily work are accurate. Duties include but are not limited to; calendar management (scheduling of meetings/appointments/ teleconferences/site room bookings), meeting preparation (including agenda/minutes), preparing/updating operational documents, compiling statistics/spreadsheets, payroll timekeeper duties, composition of confidential information/correspondence. Maintain accurate files/records, work with payroll to resolve time entry concerns, and access to WFM for staffing related support. In collaboration, you will be responsible for recruitment including, but not limited to; reviewing and updating position summaries and quals, posting and managing vacancies in the RMS system (following vacancy management initiatives), shortlisting candidates, booking interviews and preparing relevant documents, as well as onboarding and maintenance of employee status. Assist with budget tracking/reconciliation (including competence with Oracle and iExpense). Work with vendors for quotes/purchase for the department/site for new equipment and supplies, working with CPSM to maintain adequate supplies, coordinate supply cart configurations, and changes with department and Stores Attendant. Responsible for direct purchasing (as required), maintaining safe supply quotas. The incumbent will also provide support to the Emergency Department Admin IV/Site Admin V during absences.

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Some post-secondary education.

High school diploma and/or formal education from a recognized post-secondary institution in Secretarial Arts, Office Assistant, or Business Administration is preferred. Minimum 2-years related experience (within the last year) in an administrative position, providing operational support to Manager/programs (an equivalent combination of education and experience may be considered). Demonstrated competence with RMS and ePeople. Understanding of Provincial Staffing Services, and the processes to fill shifts. Meeting preparation and minute taking proficiency required. Demonstrated ability to prioritize workload, work within fixed deadlines, and manage frequent interruptions in a multi-disciplinary fast-paced environment. Demonstrated effective written and verbal communications skills, critical thinking and flexibility and organizational skills required. Demonstrated ability to communicate effectively with internal/external stakeholders, while maintaining a high level of confidentiality. Exhibit excellent interpersonal, teamwork and customer service skills.

Advanced knowledge of computer technology and applications (including, but not limited to: Word, Excel, Outlook, Oracle, PowerPoint) required along with the ability to learn new software programs. Experience with Connect Care preferred. ePeople timekeeping experience is an asset.