Administrative Assistant, Academic Practice

• Establishes and organizes an efficient and effective structure for the operation of the offices of Academic Practice
• Provides advanced secretarial support in all functions including organization of work, correspondence, communication with the public and Hospital staff, and the undertaking of special projects
• Undertakes and co-ordinates function planning and special projects as assigned, including capital planning.
• Establishes and maintains well organized filing system for the Practice Directors.
• Prioritizes mail and incoming reports, etc. for the Practice Directors and ensures that matters are dealt with in the required timeframe(s)
• Keeps abreast of and deploys appropriate and up-to-date technological office support systems and advance word processing skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office
• Ensures that the operations of the office adhere to current and relevant legislation, i.e., privacy legislation
• Selects and orders appropriate office supplies and equipment
• Administers attendance management program (i.e. Staff Right, Day Force) for the Academic Practice offices
• Provides all other administrative functions (e.g. organizing catering) for the Practice Directors as required.

• Prepares and provides, in advance, documents, files and presentations required by the Practice Directors for meetings, conferences, telephone calls, etc.
• Drafts written documents and proof reads correspondence on behalf of the Practice Directors including reports, letters, responses, memorandums and the preparation of presentation material while ensuring accuracy and appropriateness of presentation formats, etc.
• Prepares and maintains confidential documents

• Prepares requisitions e.g. capital budget, purchase orders, petty cash
• Collects, summarizes, organizes and maintains accurate information related to  department activities as directed by Practice Directors
• Records and drafts minutes at meetings Chaired by Practice directors
• Plans and coordinates events and special projects as assigned, such as conferences, clinical days, clinical in-services and other courses

• Manages the Practice Directors’ schedules, including co-ordinating and scheduling internal and external appointments, utilizing professional judgement in establishing priorities and consulting with the Directors, as appropriate
• Ensures that the Practice Directors are aware of changes and maintains their schedules
• Schedules meetings, books space, tracks items for agendas, prepares agendas, co-ordinates material for distribution and records minutes for meetings, including committees/task forces for the Directors, with a high degree of accuracy

• Facilitates and organizes communication and liaison with internal staff and departments and external clients of Sinai Health, e.g. members of external committees, managers in other health care organizations
• Responds to internal and external requests for information in a timely manner

• Successful completion of a College or university diploma/degree preferably in office administration or a related field
• Minimum 5 years of experience working in a large complex organization (hospital or university setting considered an asset) in a senior office administrative role; preferably reporting directly to a director
• Advanced computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and Internet
• Strong organizational, problem solving and judgment skills
• Polished, professional interpersonal skills
• Self-directed, detail oriented and dependable
• Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
• Superior communication skills, both written and verbal
• Flexible with a high level of accountability and proven capability to work with highly sensitive and confidential information
• Prepared to respond to a fast-paced changing environment requiring flexibility with respect to working hours
• Demonstrated satisfactory work performance and attendance history

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and women’s and infants’ health. The Lunenfeld-Tanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email TalentAcquisitionAccommodation.msh@sinaihealth.ca.