Administrative Assistant

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023! Learn more at shn.ca

Job Description:

Responsibilities:

• Provides administrative support to ensure efficient operation of the Education Department, including the Education Office and education-owned/operated spaces across the three main hospital sites.

• Within the Education Office, greets visitors and responds to general education inquiries, triaging as appropriate.

• Manages the main education email inbox, triaging as appropriate to ensure all inquiries are addressed or redirected.

• Maintains contact lists and distribution lists for the Education Department, including its internal stakeholders (e.g. Academic Leads, Security, ScrubEx, IT, Parking, learners) and external stakeholders (e.g. University of Toronto Departments, Scarborough Academy of Medicine).

• Produce, edit, and distribute announcements, PowerPoints, memos, letters, and associated communications, ensuring appropriate reviews and sign-offs.

• Support education initiatives by organizing materials, tracking deadlines, coordinating logistics, and ensuring deliverables are met.

• Provide calendar and meeting support to the Director, Education, including making travel arrangements as needed.

• Assists Education Department with complex scheduling needs (i.e. scheduling with senior executives, key external stakeholders).

• Responsible for minute taking and meeting summaries, tracking action items and working with stakeholders to ensure deadlines are met.

• Works with Education Department staff to assist in the preparation of surveys and evaluations to assess the effectiveness of Education Department services and initiatives.

• Maintain accurate records, update databases, and ensure documents are well-organized and accessible.

• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

• Presents a positive and professional image for the Education Department and hospital network.

• Coordinate and manage the booking process for Education Department spaces including the Education Office, meeting rooms, classrooms, simulation space, hoteling spaces, touch down spaces, study areas, and general event spaces.

• Maintain an organized booking system, ensuring accurate scheduling and timely communication with stakeholders.

• Assist users in understanding booking policies, availability, and procedures.

• Ensures the prioritization of Education Department-owned/operated spaces to learners, with secondary access available to the rest of the organization.

• Receives and manages booking feedback and issues, problem-solving and triaging as appropriate.

• Oversee the distribution and allocation of resources within the Education Department and its spaces, such as audiovisual/technology equipment, furniture, and other amenities.

• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.

• Provide guidance to users on accessing and utilizing available resources effectively.

• Receive quotes and contact external vendors for new equipment, tech, supplies, etc.

• Troubleshooting Education Office facility issues and resource issues, triaging as appropriate.

• Contribute to the promotion of Education Department services, events, and resources through various communication channels, including social media, newsletters, website, and campus announcements.

• Support and/or coordinate Education Department events, including liaising with vendors, receiving quotes, arranging parking, arranging food/catering orders etc.

• Anticipate team needs, identify gaps in processes, and take initiative to propose and implement solutions that enhance efficiency and effectiveness.

• Participate in other tasks as required to support the Education Department and its academic mandate.

Working Conditions:

• Location: The main site is Centenary Hospital but must rove between all hospitals with the option to work remotely one (1) day per week.

• Schedule: Regular full-time position with flexibility to work outside regular business hours to meet departmental needs as necessary.

• Travel: Travel between SHN hospitals (Centenary, General, and Birchmount) is required.

Accommodation and Diversity Statement:
Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike.
We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values.
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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