Job Number: JR103152 Job Title: Administrative Assistant- Education (CEN) Job Category: Clerical Hospital Location: Centenary Site Job Type: Permanent, Full time Number of Positions: 1 Hours: Days 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: Required Qualifications: Education: Diploma or degree in Office Administration, Healthcare, Business Administration, or a related discipline. Experience: Minimum two (2) years of recent experience in an administrative support or customer service role, preferably within a hospital, healthcare, or academic setting. Previous experience managing scheduling, coordinating meetings, and handling confidential information is highly desirable. Technical & Administrative Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams). Strong ability to organize, prioritize, and multitask in a fast-paced environment with high attention to detail. Experience working with booking systems, scheduling tools, or database management software is an asset. Ability to draft professional communications and develop reports or presentations. Communication & Interpersonal Skills: Excellent oral and written communication skills to effectively interact with faculty, learners, executives, and external stakeholders. Strong ability to build positive relationships, collaborate with various departments, and provide exceptional service. Problem-Solving & Initiative: Demonstrates strong problem-solving skills and the ability to make informed decisions. Takes initiative in streamlining workflows, identifying gaps, and implementing process improvements. Flexibility & Travel Requirements: Ability to rove between SHN hospital sites (Centenary, General, and Birchmount). Flexibility to work outside regular business hours as needed to meet department needs. 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. Learn more about our exciting opportunities by following SHNCareers on Instagram, Twitter, and Facebook. At Scarborough Health Network (SHN), our people are our greatest asset. They come from all over the world and bring diverse perspectives to enhance the compassionate and innovative care we provide our patients and their loved ones. We celebrate what makes people unique and believe that a safe, fulfilling and balanced work environment is just the start. We recognize and reward our teams, prioritize access to continuing education and create meaningful opportunities for growth and development. At SHN, you can enhance your career while by opening doors to new experiences and possibilities within our vibrant and inclusive community. Bring your passion to work. Start your journey today. We are proud to be an inclusive, equitable and accessible workplace, where everyone feels valued, respected, supported, and has a rich sense of belonging through our organizational drive to build and sustain an exceptional work environment where healthcare professionals can flourish both personally and professionally. Learn more about us by following SHN Careers on Instagram! SHN is proud to be recertified as one of Canada’s Most Admired Corporate Cultures™ for 2023-2024 by Waterstone Human Capital, one of Canada’s fastest-growing cultural talent management and retained executive search firms specializing in recruiting for fit and cultural assessment. We are a culture that empowers and inspires. This means everyone feels welcomed, respected, supported and valued and able to fully participate in the workplace. We are doing this through by creating awareness, providing education resources, empowering staff-led Communities of Inclusion, and providing growth and career opportunities. We are proud to offer mentorship programs to encourage collaboration and to support international employees, and our EnRoute training and career advancement programs designed to provide hands-on experience to fast-track certifications and placements in different care units. We are always in search of individuals with unique strengths to enhance the world-class care we provide to our patients within a welcoming environment. Experience why we continue to be a Greater Toronto’s Top Employer and an affiliated teaching hospital of the University of Toronto. We are proud to offer our staff comprehensive perks, including: Defined Benefit pension plan through the Healthcare of Ontario Pension Plan Comprehensive insured benefits package including health and dental benefits New Graduate Initiative Enroute Program Critical Care Sponsorship Program Employee Discount and Incentive Programs Employee and Family Assistance Program (EFAP), along with other comprehensive wellness offerings, including our Spiritual Care team of registered psychotherapists for spiritual, religious or emotional care; mental health supports; and on-site wellness rounding Recognition events Leadership Development and Learning Programs Tuition Assistance Program Please allow some time for our recruiters to review your application. We will contact those applicants who are chosen for an interview. We’re always looking for skilled, compassionate and committed individuals to join our dynamic team in providing exceptional quality care. 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