Administrative Assistant (TFT)

Job Responsibility:

POSITION TITLE

Administrative Assistant

SHIFT TYPE

Monday-Friday

DEPT/PROGRAM

Research & Academics

JOB CLASS

Administrative Assistant 2

EMPLOYMENT TYPE

Temporary Full Time up to 12 months

RATE OF PAY

$28.86-$32.52 per hour

WORK SCHEDULE

37.5 hours a week

EMPLOYEE GROUP

OPSEU

POSTING TYPE

Open

POSTING DATE

October 18, 2024

HYBRID ELIGIBLE

Yes

NUMBER

1

The Director of Research & Academics is currently seeking a temporary full-time Administrative Assistant. The purpose of the position is to provide administrative support/services to Waypoint Research Institute including organizing information, maintaining budgets and managing schedules.

Please Note: This position offers a hybrid work environment consisting of in-office and remote work. The office location is: 500 Church St. in Penetanguishene.

KEY ACCOUNTABILITIES:

• Organize the activities and schedule of the Director and Manager using independent judgment, discretion and tact to balance competing demands on time.
• Organize and coordinate internal and external committee meetings, including preparation of meeting agendas, coordinating meeting logistics, communicating with meeting attendees and guests and taking detailed meeting minutes.
• Provide exceptional customer service when communicating and collaborating with internal stakeholders, community partners, clients and families.
• Collect and collate information to compose correspondence and/or create reports, presentations, spreadsheets, or other graphics using various software applications (including Microsoft Office Suite, Canva etc).
• Provide administrative support, including meeting coordination and support, to all members of the team.
• Participate in leadership projects, work groups, and committees.
• Support the budget and procurement process through data entry, invoicing, identifying variances, and other duties related to budget.
• Work collaboratively with Financial Services in the preparation of payroll and attendance related records.
• Maintain electronic filing system using corporate filing structure and maintain and organize file sharing on SharePoint.
• Work collaboratively with all Waypoint services.

REQUIREMENTS/QUALIFICATIONS:

• Post-secondary education in an office administrative program preferred
• Three to five years recent related administrative experience in a fast paced office environment, preferably in a hospital setting
• Experience with advanced budgetary practices and process
• Proven advanced level computer software experience including proficiency in Microsoft suite of products and database software
• Experience working with and maintaining confidential information
• Demonstrated analytical & math skills
• Proven ability to take and process minutes of assigned committees/meetings and associated responsibilities
• Proven advanced communication, organizational & interpersonal skills
• Proven ability to adapt readily to change
• Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results
• Models and promotes core ethical practice, Waypoint Values, and reflects an optimistic and positive attitude
• Preference for proficiency in French/English language skills

HOW DO I APPLY?

Waypoint employees apply through the Employee Self-Service portal at external applicants apply to close of business (4:00 pm) on October 28, 2024 quoting WC24-312 Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.