Administrative Assistant Location: Toronto-661 University Department: Outbreak Response & Support The Role: To provide a range of administrative services to support the operations and services of an assigned unit/department. Key Responsibilities- Provides various administrative services to support the programs, services and/or operations of an assigned unit/department. Coordinates work flow in support of unit/department programs/services/operations. Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination of information with others to provide services and resolve problems. Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms). Arranges scheduling and logistics of meetings Establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records, or clients' files. Establishes and/or maintains filing and related office systems containing letter, memoranda, reports, minutes, regulatory records or client's files. Supports research administration (e.g., updating commons CVs, coordinating publication materials) Monitors and maintains lists for the unit/department (e.g., generic team/department email accounts; contact lists using specialized software (e.g., within the Stakeholder Relationship Management system). Provides email, calendar, word processing, spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching, accessing, manipulating, verifying and setting up data and maintaining systems. Contributes to, and provides input into unit business processes/ procedures. Provides back-up support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required. Performs other duties as assigned. Knowledge and Skills Expertise in Word, Excel and PowerPoint. Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery. Knowledge and skills in the use of various general office and specialized software (spreadsheet, accounts, database management). Education and Experience- Completion of a post-secondary secretarial or administrative assistant program. Three years' of related administrative support experience. Attributes and Competencies- Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization. Written communication skills to draft responses to inquiries. Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters. Duration: Contract (Fixed Term), 6 month(s) Hours of Work: Full time, 36.25 hours per week Compensation Group:Ontario Public Service Employees Union Salary :$26.41 - $29.76 Posting Date: 05-16-2025 , Closing Date: 05-31-2025 Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition. Note: Internal candidates will be considered first. While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose. PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to HR_Inquiries@oahpp.ca. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process. Public Health Ontario (PHO) is an agency of the Government of Ontario dedicated to protecting and promoting the health of all Ontarians and reducing inequities in health. We link public health practitioners, front-line health workers and researchers to the best scientific intelligence and knowledge from around the world. With our partners in government, public health and health care, we provide the scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario. PHO has locations across Ontario, including 11 laboratory sites. We’re committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to HR_Inquiries@oahpp.ca. For more information, visit publichealthontario.ca. Didn’t find a job that matched your profile? We are always looking to grow our talent pool of public health professionals. Introduce yourself and our recruitment team will have access to your profile for future job opportunities.
