Administrative Support V

Working under minimal supervision, this position provides professional, complex, and well-organized administrative support to the Pediatric Cardiology Leadership Team at the Stollery Children’s Hospital. Duties include but are not limited to: Calendar management and coordination of meetings, including minute-taking, transcription, and distribution; ordering supplies, mail distribution, printer/fax troubleshooting, and meeting room bookings. Processing payment requisitions, expense claims, vacation, education, and travel requests; validating and processing invoices through MarkView. Completing payroll entry through PeopleSoft. Managing, tracking, and troubleshooting recruitment activities, including creating postings in the Recruitment Management System (RMS). Coordinating interviews and processing/filing employee documentation while liaising with HR and Finance as required. Collaborating with multidisciplinary teams and administrative support staff to ensure smooth daily operations. Maintaining Disaster Manual updates and coordinating monthly code activities. Coordinating moves, repairs, equipment/furniture installation, and system access with supporting departments, including IT, Facilities Management, Environmental Services, and Telecommunications. Providing leadership, coverage, and support to administrative support staff. Coordinating and assisting with Stollery Conference planning. Providing Connect Care support. The position requires maintaining current knowledge of activities and projects within the Pediatric Cardiology portfolio. The successful candidate must be proactive and able to anticipate the needs of the Leadership Team, respond effectively to changing priorities and interruptions, demonstrate flexibility in managing varied and unpredictable situations, and consistently deliver timely and effective results.

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

Completion of post-secondary education (e.g. certificate in office or business administration).

Post-secondary education required. Certificate or Diploma in Office Administration required. 3-5 years’ experience in an intermediate or higher administrative support capacity required, with experience in a health care environment and knowledge of hospital systems an asset. Advanced understanding of MS Office (Outlook, Lync, Word, Excel, PowerPoint, Teams, etc) and a minimum typing speed of 60 words per minute. Excellent critical thinking skills, time management and organizational skills, and ability to multi-task under pressure. Excellent interpersonal and communication both written and verbal, and analytical skills. Ability to work independently; with frequent interruptions and effectively prioritize workload during periods of intense activities. Working knowledge of RMS, ePeople, and Markview is required.

Must demonstrate attention to detail, professionalism, and confidentiality at all times. Must be able to exercise judgment, tact, and diplomacy. Connect care training and knowledge an asset.