ADMINISTRATIVE ASSISTANT (III)

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Administrative Assistant (III)

JD 0643

Unit/Project Description: The Department of Health Research Methods, Evidence, and Impact (HEI) is currently welcoming applications for a full-time Administrative Assistant (III) to join our team! This is an excellent opportunity for an experienced administrative professional to join us in an essential support role for the department. Reporting to the Director of Administration, the Administrative Assistant (III) will support HEI staff, faculty and managers, as well as associate chairs of education; and faculty relations, and equity, diversity and inclusion and Indigenous reconcilliation. Their scope of work will include a full spectrum of administrative duties covering research support, event planning, faculty relations, and space management, among other support areas.

Located within the Faculty of Health Sciences, the department was established in 1967 as Canada’s first Department of Clinical Epidemiology and Biostatistics, now world renowned for its work and known as HEI. The department has achieved its international reputation by conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs which have grown to include graduate programs in health research methodology, public health, health policy and eHealth, graduate diplomas in Clinical Epidemiology and Community and Public Health, as well as a Public Health and Preventative Medicine Residency Program.

Job Summary: Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.  

Purpose and Key Functions:

• Participate in the development and implementation of projects, work methods and procedures.
• Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events.
• Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Write a variety of formal notes and records such as meeting minutes.
• Update and maintain information on websites and social networks.
• Format, word process, edit, and proofread a variety of documents and materials.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations. 
• Monitor and order office supplies.
• Source and obtain pricing information for office supplies and equipment.
• Set up and maintain filing systems, both electronic and hard copy.
• Classify, sort, and file correspondence, records, and other documents.
• Update and maintain confidential files and records.
• Handle sensitive material in accordance with established policies.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Open and distribute incoming mail and faxes.
• Prepare outgoing mail, faxes, and courier shipments.

Supervision:

• Provide direction to others in how to carry out work tasks.
• Ensure adherence to quality standards and procedures for short-term staff.

Requirements:

• 2 year Community College diploma in Office Administration or related field of study.
• Requires 4 years of relevant experience.

Assets:

• Previous experience working in a university environment is considered a strong asset
• Previous experience providing support in a human resources capacity including scheduling interviews and orientation sessions and project coordination on special initiatives
• Previous experience providing support in a financial capacity including submitting reimbursement and invoice requests and completion of various financial forms
• Experience working with Mosaic (PeopleSoft) is considered a strong asset

Additional Information:

The successful candidate will have/demonstrate the following:

• Excellent organizational, time management, and planning skills.
  • Proven success at prioritizing and managing multiple tasks simultaneously.
  • Ability to meet tight project deadlines and competing timelines.
  • Flexibility and willingness to adapt quickly to changing priorities and tasks.  
  • High attention to detail while producing thorough and accurate work.
  • Excellent problem solving and critical thinking skills.
  • Ability to respond creatively to resolve issues and maintain workflow.
• Excellent interpersonal skills and the ability to build and maintain relationships at work.
  • A high degree of professionalism, integrity, and ability to handle confidential information.
  • Ability to take initiative and follow through, but willing to ask for help when needed.
  • Strong verbal and written communication skills.
  • Ability to work independently and collaborate within a team environment.
  • Commitment to maintaining a professional office environment.
• Experience in the following areas:
  • Planning and coordinating various events and activities.
  • Preparing meeting agendas, taking minutes, and transcription.
  • Providing administrative support to and liaising with faculty members and senior administrators, including supporting in-person and virtual meetings as well as managing calendars.
  • Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat.