Assistant

Together with patient and family advisors, operational and physician leaders, frontline teams and working partners from acute and ambulatory care, the Cardiovascular Program Improvement Integration Network (CV PIN), through an evidence-based lens, aims to: improve patient outcomes, improve patient and provider experience, improve health system sustainability and efficiency. The Assistant to the CV PIN provides comprehensive administrative support to the CV PIN and reports directly to the Senior Program Lead (SPL). This position provides complete administrative support to the CV PIN Office by: Researching information and composing correspondence for the SPL’s signature; Maintaining the SPL and shared CV PIN calendars, scheduling meetings and making travel arrangements for CV PIN Leadership Team; Monitoring budget and contract expenditures; Ensuring strong records and file management practices; Preparing presentations, reports & briefing notes under the direction of the SPL; Preparing background material for executive meetings and working groups; Monitoring, tracking and negotiating timelines on Action Requests (ARs); Responding directly to day-to-day administrative inquiries on behalf of the PIN; Coordinating and supporting human resources functions and needs such as payroll, recruitment and adherence to HR policies and procedures; The Assistant may carry out routine administrative special projects; Collaborate with other PINs for PAN PIN coordination and support, as required.

Daily duties include: Drafts correspondence for the CV PIN Leadership Team, and proof-reads prepared correspondence for accuracy, grammar and proper format. Reviews signed executive correspondence and forwards to the appropriate portfolio and/or department for action. Directs and guides departmental staff on form, accuracy and content of correspondence that requires executive signature. Reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and responds to requests/complaints. Assigns, reviews, revises, tracks and follows up on Action Requests from other executive or equivalent’s offices. Research information from a variety of sources in order to respond to Action Requests. Brings unique items to the attention of the SPL, ensuring confidentiality and discretion is maintained, as required. Coordinates activities related to the SPL and CV PIN schedules; screens meeting requests, redirects requests where appropriate; and prioritizes meetings. Prepares meeting packages for the SPL and working groups, ensuring background related material is available, prepares and circulates meeting agendas and minutes. Maintains a “bring-forward” database for assignments, meetings, action requests and projects to ensure timelines are met. Monitors budgets. Reviews financial reports, invoices and approval forms for completeness, accuracy and appropriate signatures. Prepares expense claims and ensures governing financial policies and procedures are adhered to. Monitors contract expenditures to ensure they are within the scope of the contract and in accordance with financial policies and procedures. Processes payments related to procurement card expenditures and supply purchases.

A minimum of a high school completion plus five years progressively responsible related experience is required. High Degree of competency with AHS systems and processes and applicable provincial legislation, policies, and processes. Excellent written and oral communication skills with an ability to build positive working relationships with others across the province, past experience working as part of a provincial team is an asset.

In addition, the incumbent will possess a record of accomplishment in the following areas: General office policies and procedures including, but not limited to, financial & travel policies, human resources policies, electronic communication requests systems, Freedom of Information and Privacy (FOIP) and human resources Excellent knowledge of political sensitivities & the diverse interests of a range of partners and audiences Excellent telephone etiquette, ability to collaborate & manage changing priorities and tasks Considerable working knowledge of Office software (Outlook, Excel, Word, Teams and PowerPoint) in order to respond to action requests, and to prepare and edit correspondence, and respond to stakeholder inquiries Proven ability to foster partnerships and to achieve organizational goals within a large, diverse organization. Ability to foster a climate of collaboration and cooperation amongst, and builds solid relationships with public agencies, government, boards, committees, & other stakeholders Ability to work independently with guidance in only the most complex situations Ability to lead change and create innovation solutions for complex and diverse issues Ability to manage resources in a changing and multifaceted environment with diverse, complex, and sensitive issues.

A diploma in business administration is preferred. Other highly preferred skills include: Experience in resource management including recruitment, performance reporting, and budgetary accountability Proficiency with e-People, SharePoint, MarkView, and iExpense.