Reporting to the Clinical Director
Quality and Experience in CAMH
the Administrative Assistant will provide confidential
executive-level administrative support to the Clinical Director and Medical Director
Quality and Experience and the CAMH Quality and Experience department managers. The successful candidate will maintain the schedule of the Clinical Director and Medical Director and other members of the leadership team: booking appointments and scheduling meetings with both internal and external partners. They will provide assistance
prepare documentation and gather information on a wide range of confidential organizational
employee
and program related projects and issues. In this role
you will respond to inquiries
concerns and messages on the Clinical Director and Medical Director’s behalf and coordinate communications to relevant stakeholders. The Administrative Assistant will compose and edit documents
sometimes on behalf of the Clinical Director and Medical Director
such as memos
letters
reports
and contracts; and take minutes as required. A key responsibility of the Administrative Assistant is to monitor budgets and assist with the development of annual submissions and reports
and coordinate requests for procurement documents. Other responsibilities include
but are not limited to
processing invoices
creating invoices
tracking expenses
submitting credit card reconciliation statements
submitting purchase requisitions
ordering equipment and supplies
and maintaining equipment and supplies storage structures. The successful candidate will support core administrative tasks such as the creation and maintenance of file and documentation systems
database management
connecting effectively with corporate services (Finance
Procurement
People & Experience
Facilities
and Maintenance) to ensure consistency and alignment with CAMH administrative processes and requirements
as well as providing assistance on a wide range of organizational and departmental projects. This position requires a high degree of confidentiality and discretion. An integral part of this job is liaising effectively with both internal and external stakeholders and being comfortable working with people and systems within and outside of CAMH such as health care or educational institutions
government departments and others. The successful candidate will be creative
able to multi-task and support a workplace that embraces diversity and encourages teamwork. This position is located at 1001 Queen Street West. Minimum Requirements You will possess a Bachelors Degree or Community College diploma/certificate in a related field
plus three to five years of secretarial/administrative experience within the community/public sector. An equivalent combination of education and experience will be considered. Experience in an executive administrative role is considered an asset. To be successful in this role you must have superior interpersonal
planning
time management
organizational
problem-solving
and customer service skills. You have the demonstrated ability to multi-task under pressure
deal with conflicting priorities
and coordinate projects to tight deadlines
with a high degree of accuracy and attention to detail. You possess strong writing and editing skills
including the ability to proofread documents
and write meeting summaries and other documents for both internal and external audiences. You have demonstrated high degree of confidentiality
tact and discretion in all situations. The successful candidate will have superior computer
organizational and communication skills
tact
diplomacy and sound judgement. You are an advanced PC skills
particularly with Microsoft office applications (Outlook
Word
Excel
PowerPoint)
and experience with virtual meeting applications. You have strong financial skills and previous experience tracking expenditures and monitoring budgets. You must be able to work independently with minimal supervision within a dynamic team
where problem-solving ability and enthusiasm will be highly valued. You should have experience working on special projects and be flexible with regard to types of tasks assigned and with initiative to develop new projects. Computer testing will be required. Experience working with clients
staff and organizations serving diverse groups is an asset