Admin Assistant Director Enterprise Risk

The primary role of an Administrative Assistant is to conduct business support functions of the office of Enterprise Risk, Emergency Preparedness and Privacy. This includes providing organization, administrative and business support for the Senior Director and management team; as well as staff of the Enterprise Risk, Emergency Preparedness and Privacy portfolio. This role requires daily communication both internally and externally to sites of Unity Health Toronto. This role has functions includes facilitating meeting schedules and committee work within the department and as a liaison function with internal and external departments in relates to inquiries, workflows and operations. Conduct and prepare operations planning, coordination of departmental activities, as well as payroll time entry for all teams.

RESPONSIBILITIES:
Support and coordinate business operations for leaders, directors and managers across the network.

Coordinate meeting plans, prepare agenda and minutes taking and distributions.

Assist with preparation of Enterprise Risk, Emergency Preparedness and Privacy business plans such as policies and procedures, create operations processes to facilitate efficient administrative business.

Organize, maintain and prioritize schedules of leadership and management teams.

Perform payroll time entry for IT portfolio members.

Liaise, plan and organize logistics with internal and external resources for meetings, assigned projects, conferences and departmental events

Perform accounts management duties as assigned.

Collect, prepare and report Enterprise Risk, Emergency Preparedness and Privacy statistical information such as monthly departmental charges and reconciliation of invoices.

Prepare NCAF, requisitions and processing of invoices where appropriate.

Perform other administrative and clerical duties such as filing, photocopying, faxing, and mailings, ordering of supplies, equipment as approve by management.

Assist with Freedom of Information Requests and IPC reporting

Assist with preparation of budgets when assigned.

Assist with claims management and reporting

Assist and provide support to Command Centre when activated for planned and unplanned events such as Codes or external disasters

Assist with preparation of agreements, contracts and business plan.

Prepare, organize and follow up on procurement contracts, invoices and finance activities as assigned.

Create/Optimize file management process.

Triage business related matters or issues; escalation to management where appropriate

Assist with recruitment activities within the portfolio.

Performs cross site administrative functions, and other duties as assigned.

Travel to Unity Health Toronto network sites to participate and facilitate meetings and plans.

QUALIFICATIONS:
Graduate of a recognized Office Administration program or equivalent.

Minimum Five (5) years of administrative experience in a large scale environment, preferably in hospital or healthcare environment

Strong computer skills with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Visio etc.

Strong verbal and written communication skills.

Strong time management and organization skills.

Demonstrated wide degree of innovations.

Demonstrated strong problem solving skills.

Resourceful and strive to excel.