Education Administrative Assistant

Job Responsibility:

Company Biography:

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. We are also proud to be named one of Canada's Most Admired Corporate Cultures for 2023! Learn more at shn.ca FOR EXTERNAL APPLICANTS ONLY: As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital's Workplace Health and Safety department. Fully vaccinated: having received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by WHO (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series), and having received the final dose of the COVID-19 vaccine at least 14 days ago.

Position Overview:

The Education Administrative Assistant will provide coordination and administrative support for the Education Department, which includes the Student Centre and Education Department-owned/operated spaces across all the hospital sites. This position will support the hospital's academic mandate by providing the needed administrative support to the Education Department to ensure it is operating efficiently and effectively with internal and external stakeholders of the hospital to support learner education. The Administrative Assistant will report directly to the Director of Education, supporting them in the ongoing management of the Education Department as well as calendar and meeting support.

Company Vacancy/Request for Transfer:

The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.

Responsibilities:

• Provide calendar and meeting support to the Director, Education, including making travel arrangements as needed.
• Within the Student Centre, greets visitors and responds to general education inquiries, triaging as appropriate.
• Produce, edit, and distribute announcements, memos, letters, and associated communications, ensuring appropriate reviews and sign-offs.
• Assist users in understanding booking policies, availability, and procedures.
• Manages the main education email inbox, triaging as appropriate to ensure all inquiries are addressed or redirected.
• Assists Education Department with complex scheduling needs (i.e. scheduling with senior executives, key external stakeholders).
• Maintains contact lists and distribution lists for the Education Department, including its internal stakeholders and external stakeholders.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Works with Education Department staff to assist in the preparation of surveys and evaluations to assess the effectiveness of Education Department services and initiatives.
• Coordinate and manage the booking process for Education Department spaces including the Student Centre, meeting rooms, classrooms, simulation space, hoteling spaces, touch down spaces, study areas, and general event spaces.
• Receives and manages booking feedback and issues, problem-solving and triaging as appropriate.
• Oversee the distribution and allocation of resources within the student centre, such as audiovisual equipment, furniture, and other amenities.
• Monitor inventory levels and coordinate replenishment of supplies as needed.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Provide guidance to users on accessing and utilizing available resources effectively.
• Maintains physical and digital filing systems.
• Support and/or coordinate Education Department events, including liaising with vendors, receiving quotes, arranging parking, arranging food/catering orders etc.
• Participate in other tasks as required to support the Education Department and its academic mandate.

Requirements:

• Degree or diploma in office administration, healthcare or other related discipline
• Minimum two (2) years recent working experience in customer service or administrative support
• Excellent communication (oral, written, and telephone) and interpersonal skills
• Exceptional proficiency in conceptualizing and executing change management strategies.
• Must be extremely detailed oriented and demonstrates ability to prioritize tasks appropriately
• Advanced proficiency with MS Office Suite

Accommodation 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 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 Twitter and on Instagram.