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Executive Assistant

Hamilton Health Sciences

This is a Contract position in Hamilton, ON posted September 15, 2022.

Executive Assistant
Job Number: 99891
Job: Administrative/Service
Primary Location: Ontario-Hamilton
This position will be located at: 100 King St. West
Organization: VP Quality & Performance Admin
Status: Regular Full-time
Hours per week: 37.5
Number of Openings: 1
Minimum Salary: 28.1100 Hourly
Maximum Salary: 36.0400
Post Date: Sep 15, 2022, 4:00:00 AM

Close Date (Period for Applying) – External

: Sep 22, 2022, 3:59:00 AM

Unit Summary

The Portfolio of Quality and Interprofessional Practice is a dynamic collaboration of services that directly and indirectly equips Hamilton Health Sciences to continuously improve and advance clinical practices, and processes and systems of care. We empower people, foster continuous learning, and drive innovation and evaluation. Services within the portfolio include the following: Interprofessional and Health Professional Practice, Interprofessional Development, Clinical Resources Program, Patient Experience and Safety, Quality and Value Improvement, Medical Education, Emergency Disaster Management, and the Program for Ethics and Care Ecologies. Relationships and networks are extensive internally across HHS, and externally within Ontario and internationally.

Position Summary

The Executive Assistant (EA) provides independent administrative support to the Vice President, Quality & Performance, Director of Medical Education and Chief of Interprofessional Practice. The EA exercises good judgment in a variety of situations such as dealing with episodic inquiries or managing issues requiring problem solving. The EA ensures confidentiality is always maintained, and balances multiple priorities including managing calendars, coordinating meetings/events, preparing and managing various materials and documents, attending meetings and recording minutes, monitoring action items and developing related reports. The EA serves as a central liaison to the Portfolio of Quality and Interprofessional Practice to keep people well informed of upcoming commitments and responsibilities. Integral to the role is providing information and clear communication relative to services, staff, projects and issues within the program. The role also entails coordination of HHS related activities and projects, as well as support to provincial projects and timely reporting to meet contractual expectations. This role requires excellent written and verbal communication skills to effectively collaborate with senior leaders, professional chiefs, program managers, staff, health care providers, learners, other administrative assistants, and the general public. The EA takes a lead role in coordinating the collective learning and development activities supporting the administrative staff team within the portfolio.

Schedule Work Hours

Monday – Friday

37.5 hours a week

Qualifications

Graduate of Community College Business Office Administration program or equivalent
2. Minimum 5 years experience supporting senior level management in a healthcare environment
3. Medical terminology proficiency.
4. Strong administrative and organizational background, ability to prioritize, multi-task, schedule and carry out tasks with strong attention to detail, strong organization and time management skills with minimal supervision
5. Demonstrated excellence in effective written and verbal communications within a professional environment with expertise in agenda and minute taking skills.
6. Demonstrated excellence in interpersonal skills and customer service.
7. Advanced computer skills, including experiences with software systems commonly utilized within HHS (for example, MS Office, electronic payment systems, digital payroll systems, digital human resource systems, budget tools, general ledger systems, electronic record keeping systems, Sharepoint, etc. Proficient keyboarding skills (60 wpm)
8. Effective and creative problem solving and basic analytical skills.
9. Track record as a valuable team player with a strong sense of integrity and personal accountability; ability to work independently taking initiative to get work done and tapping into resources as needed, and abilities to stay organized and establish priorities.
10. Demonstrated ability to develop processes that create efficient work flows.
11. Training and/or participation in lean management systems, such as HHS’ Continuous Quality Improvement system, is preferred.
12. Demonstrated understanding of the corporate context and ability to make suggestions and create systems which will assist the program within this context
13. Experience working in high pressure, fast paced and complex environments

As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Employee Health Services.

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact HR Operations at 905-521-2100, Ext. 46947 for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note: the circumstances around an employee’s exit will be considered prior to an offer of employment

Proficiency in both Official Languages, French and English, is considered an asset

If this position is temporary, selection for this position will be as per the outlined Collective Agreements:

Article 30 (k), CUPE Collective Agreement

Article 10.7 (d), ONA Collective Agreement

Article 13.01 (b) (ii), OPSEU 273 Collective Agreement

Article 14.04, OPSEU 209 Collective Agreement

Article 2.07 and Article 13, PIPSC RT Collective Agreement