Administrative Assistant - Infection Prevention and Control - Temporary Full Time 2025-12820

Summary of Duties

The Infection Prevention and Control (IPAC) Administrative Assistant provides vital administrative and organizational support to the Director, Medical Director, Associate Medical Director, IPAC Manager/Professional Practice Lead, and IPAC team. This role is key to ensuring the smooth coordination of IPAC operations, communications, and documentation across multiple leadership levels within the department.

Core responsibilities include:

• Supporting the Director, Medical Director, Associate Medical Director, and IPAC Manager(s) with all scheduling, budget, payroll, correspondence, and meeting coordination.
• Managing calendars, scheduling complex meetings and interviews, and preparing agendas and supporting documentation.
• Preparing, editing, and formatting reports, correspondence, presentations, newsletters, and educational materials.
• Taking and distributing accurate meeting minutes and maintaining records of action items.
• Assisting with special projects, program planning, and internal reviews.
• Managing and updating curriculum vitae (CVs) and bios for the Medical Director and Associate Medical Director, including coordinating updates and formatting for submissions or appointments.
• Coordinating logistics for educational sessions, IPAC events, and internal or external meetings (room bookings, catering, virtual platform setup).
• Maintaining organized electronic and paper filing systems in accordance with privacy and security protocols.
• Ordering office supplies, PPE, and equipment; processing expense claims, purchase orders, and requisitions using e-requisition (SRM) and ESP systems.
• Supporting communications between IPAC and hospital departments, external agencies, and partner organizations.
• Running occasional errands and performing other administrative or operational duties as assigned by IPAC leadership.

Qualifications and Skills

• Completion of an Administrative Assistant or Office Management program at the college level, or a relevant undergraduate degree.
• Minimum of 1–2 years’ experience in an administrative assistant or similar role, ideally in a healthcare or public health environment.
• Excellent knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher, Visio).
• Proficiency in organizational systems such as e-requisition (SRM), ESP, or equivalent financial/administrative software.
• Strong written and oral communication skills, with the ability to draft, proofread, and edit documents, reports, and educational materials.
• High degree of professionalism, discretion, and confidentiality, particularly when managing personnel information, outbreak files, or patient-related documents.
• Highly organized with the ability to prioritize multiple tasks, manage time effectively, and meet tight deadlines.
• Demonstrated ability to work independently, take initiative, and recognize when to seek direction in a fast-paced environment.
• Effective interpersonal and problem-solving skills, with the ability to collaborate across departments and with clinical and administrative leadership.
• Strong attention to detail, especially when formatting documents, managing data, or preparing formal materials (e.g., CVs, reports).
• Typing speed of at least 60 words per minute with a maximum 5% error rate.