Administrative Assistant - Odette Cancer Centre - Regular Full-Time - 2025-13962

Summary of Duties:

Reporting to the Director of Operations in collaboration with the Head, Surgical Oncology, Odette Cancer Program at Sunnybrook Health Sciences Centre and the Regional Surgical Oncology Lead, Toronto Central North Regional Cancer Program, it is expected that you work as a member of the team, interacting closely with your co-workers on a daily basis. The successful candidate will be responsible for:

1. Be the primary contact for Sunnybrook, collating, distributing and ensure proper submission all the monthly, quarterly and annual reports in accordance with timelines
2. Maintain and update data bases of reports and contact sheets
3. Be the primary contact for Sunnybrook activities, preparing, and ensuring proper submission of grant and project submissions in accordance with timelines
4. Maintain and update databases of personnel, operational and research activities, and reports
5. Liaises independently with various contacts/stakeholders to enhance and foster positive working relationships; welcomes and attends to visitors.
6. Coordinating meetings and maintaining electronic calendar according to frequently changing priorities as well as maintaining contact lists; (Many meetings include individuals within the regional hospital network and CCO community external to Sunnybrook)
7. Ensuring appropriate materials are prepared and brought forward for scheduled meetings, recording and transcribing meeting minutes, distributing meeting packages on a timely basis, arranging for appropriate audio-visual, teleconferencing and other equipment/materials, arranging meeting rooms, meals and other details
8. Communicating and corresponding with all levels of senior management, clients, the public, and key stakeholders
9. Organizing academic functions, retreats and events
10. Preparing and tracking expense reimbursements, and invoices for payment
11. General office administration (i.e. managing phone calls, in-person and email inquiries from patients, staff, contractors, employees, and the general public, filing, timesheets, requisitioning of supplies, new staff-related administration and orientation, sorting incoming mail)
12. Maintaining up-to-date departmental information and data
13. Assist with financial planning, data entry, contract management
14. Arranges travel and accommodations
15. Serve as the personal clinical administrative assistant to the physician in this role including scheduling clinics, triage of referrals, answering patient queries and calls, scheduling surgery at both Michael Garron Hospital and Sunnybrook Health Sciences Centre
16. Maintain strong working relationships with other administrative assistants at the Odette Cancer Centre and Sunnybrook Health Sciences Centre related to the clincians clinical, departmental and University activities

Qualifications/Skills:

1. Completion of a relevant post-secondary Executive Assistant/Office Management Program and/or equivalent appropriate work experience required
2. Demonstrated advanced working knowledge of Microsoft software (Access, Word, Excel, Outlook, Power Point), and other office technology required
3. Excellent verbal communication and interpersonal skills required
4. Demonstrated excellent written communication skills and experience in taking meeting minutes required
5. Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction
6. Superior organizational skills, accuracy and attention to detail required
7. Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities
8. Excellent time-management skills
9. Must type minimum of 70 words per minute
10. Tact and discretion in dealing with sensitive and confidential issues/files
11. Proven flexibility in the area of hours of work and scheduling (i.e. monthly requirement to take minutes for early morning or late afternoon/evening meetings)