Administrative Assistant, HRLMP

St. Joseph's Healthcare Hamilton • Unknown • 1w ago

Working at St. Joseph’s Healthcare Hamilton... We are one of Canada's leading academic hospitals and largest healthcare organizations known locally and globally for our committed and compassionate delivery of quality patient care. Our people are the heart of our organization. At St. Joe's our determination to attract and retain the best and the brightest talent is reflected in our investment in the people who work here. Patient and staff safety, professional growth, leadership development, and Equity, Diversity and Inclusion are top priorities. The Hamilton Regional Laboratory Medicine Program (HRLMP) is a collaborative program funded and operated jointly by the Hamilton Health Sciences and St. Joseph's Healthcare. The program is committed to change and innovation, through education, service and research, to bring the highest quality science into health care.

Position Summary... The Administrative Assistant will provide high level independent administrative support to the leadership team. within the Hamilton Regional Laboratory Medicine (HRLMP) Portfolio. This role works in close collaboration with a dynamic leadership and administrative team and serves as a central liaison to keep leadership well informed of upcoming commitments and responsibilities. This role requires excellent communication and administrative skills to effectively collaborate with directors, managers, professional chiefs, staff, health care providers, other administrative assistants and the general public, ensuring strict confidentiality is maintained at all times.

What We are Looking For... • Post-secondary diploma (2-year minimum) from an accredited institution is required • Undergraduate degree in a relatable field is preferred • Minimum of five (5) years of practical and related experience • Ability to work with all functions of Microsoft office, Windows, Visio & Adobe • Demonstrated track record of excellent inter-personal skills that promote teamwork and cooperation • Ability to adapt effectively and positively to organizational changes • Self-disciplined, organized, diplomatic and discreet • Ability to assess, prioritize and respond to conflicting • Excellence in communication skills (written and verbal) • Proven independent decision–making, providing the highest level of support with quality and integrity

Your Mission... • Strong ability to handle a high volume of work and effective multi-tasking and communication while anticipating the needs of the office and the senior team • Exercises good judgment in a variety of situations and maintains confidences while balancing multiple priorities including managing calendars, coordination of meetings, preparation of various materials and documents and liaison with internal and external stakeholders • Responsible for the planning and coordination of administrative functions by having an advanced knowledge of organizational issues, initiatives and resources which enhance and contribute to the researching, analyzing, prioritizing and routing of correspondence on behalf of leadership, drafting letters/editing documents • Preparing reports to Senior Executives and Board Committees • Initiating appropriate communication between leadership and other Senior level staff/Managers/patients/visitors and ensuring follow through is maintained due to time sensitive and high degree of complete confidentiality • Typing, filing, appointments, minutes, book travel arrangements, seminars, hotels, submit travel expenses, correspondence, research, contacts, draft contracts, design posters, provide detailed statistics • Coordinates performance management sessions for direct reports, provides clerical support for performance assessments, disciplinary issues and labour management issues • Organizes interviews, candidate packages and finalizes successful candidate information with HR at both Corporations and supports onboarding • Committee support for meetings and Program Council • Collaborates with the Business Manager in ensuring that account responsibilities are completed, as well as financial reporting support as needed • Receives/processes funds depositing into appropriate accounts recording transactions • Invoices external facilities for services provided as needed, monitors/deposits and records payments