Administrative Assistant Director IT - Enterprise Administration

The primary role of an Administrative Assistant is to conduct administrative and business support functions of the office of Information Technology and related Information Management portfolios. This includes providing organization, operations and business support for directors and management teams; as well as staff within the Information Technology department. This role requires daily communication both internally and externally to sites of Unity Health Toronto. This accountability has functions includes facilitating meetings and committees 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. Acting on behalf of Unity Health Toronto, this role is the key liaison to external partners and institutions as Local Registration Authority (LRA). This role has a frontward facing accountability with internal staff and general public. Please note that this is a Full-Time Temporary contract ending in March 31, 2025.

Responsibilities:

• Support and coordinate business operations for directors and managers across Unity Health network.
• Coordinate meeting plans; prepare agenda, minutes taking and distributions.
• Assist with preparation of IT 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.
• Provide payroll time entry and support to IT and/or IM portfolio members.
• Liaise, plan and organize logistics and events with internal and external resources for meetings, assigned projects, conferences and departmental events
• Collect, prepare and report IT statistical information such as monthly departmental charges.
• Maintain data and information clean up on IT related business.
• Create administrative process and workflow maps.
• Perform IT business tools and related accounts management activities.
• Prepare, organize and process IT related invoices, requisitions, purchase orders and other related documents.
• Key liaison with Finance and payroll to maintain accurate and efficient business process.
• Perform other clerical duties such as filing, photocopying, scanning, faxing, and mailings; ordering of supplies, equipment as approve by management.
• Assist with preparation of budgets, prepare and track purchases. Act as point person for deliveries.
• Assist with preparation of agreements, contracts and business plan.
• Prepare, organize and proactively follow up on procurement contracts, invoices and financial activities.
• Create/Optimize file management process and maintain currency of data and information.
• Triage business related matters or issues; escalation to management where appropriate.
• Daily on-site requirement.
• Assist with recruitment activities such as scheduling interviews and prepare information.
• Perform cross-site administrative functions when required.
• Accountable for LRA coordination for Unity staff which includes on and off boarding of users and other LRAs.
• Travel to Unity Health network sites to facilitate meetings, coordination of administrative functions, project and events.
• Other duties as assigned.

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Torontos COVID-19 Vaccination Policy.

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