Administrative Assistant

The Program Director Administrative Assistant will provide full secretarial and administrative support to the Director, Clinical Resource Program and the Senior Manager, Strategy & Transformation Program.

The Administrative Assistant will provide confidential administrative support to ensure the effective and efficient operations of the program. The role is responsible for, but not limited to, managing schedules, coordinating meetings, and corresponding with a variety of internal and external stakeholders to advance program priorities. They will also support human resource and recruitment duties (utilizing internal platforms such as myHR, KRONOS, and Taleo), report generation (eg. budgets, attendance management), agenda preparation, minute taking, preparation of correspondence and supply ordering. The incumbent must be self-directed, client-focused, able to prioritize effectively, demonstrate excellent communication and administrative skills, and possess the ability to develop and maintain positive working relationships with members of HHS’ Senior Leadership Team, their supporting offices, internal teams, and external stakeholders.

1. Graduate of a Community College Business Office Administration program or equivalent
2. Minimum 3-5 years of current related experience
3. Demonstrated ability to develop and maintain systems that create efficient work flows 
4. Proficient keyboarding skills (minimum speed of 60 w.p.m.)
5. Demonstrated excellence in a variety of applications including M365 (Teams, Outlook, OneDrive, SharePoint) and Microsoft Applications (MS Word, PowerPoint, Excel); experience with other applications including KRONOS, Taleo, Basware, myHR, myInsights
6. Demonstrated excellence in effective communications (written and verbal), interpersonal, and problem-solving skills
7. Demonstrated expertise in minute-taking, transcription, and schedule management
8. Demonstrated ability to appreciate confidential nature of position
9. Demonstrated ability to work effectively in a team environment
10. Demonstrated ability to take initiative, organize and establish priorities, and meet deadlines while working in complex and fast paced environment
11. Demonstrated ability to work effectively and collaboratively with various hospital departments and external stakeholders
12. Demonstrated understanding of the hospital environment and ability to make suggestions and create systems which will assist the Program within this context
13. Demonstrated interest in learning, personal development, and commitment to continuous quality improvement