Administrative Assistant, Senior Leaders Std

Job Summary :

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Assistant provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs / departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers / directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs / departments / services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

Duties / Accountabilities :

• Maintains a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages / summary documents to assist in decision making and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
• Responds to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance / urgency of the request, providing a response and / or forwarding to the designated Leader or other senior staff for reply. Liaises with external organizations on behalf of the designated Leader to respond to and / or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
• Provides work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participates in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
• Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments / programs. Completes purchase requisitions / online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
• Prepares and updates various documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Develops, organizes and maintains professional graphical presentations, including presentations given to groups outside of the organization. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compiles information into structured reports.
• Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects and the interpretation and application of policies and procedures. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
• Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs / departments using methods that can be easily accessible to assigned staff.
• Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.

Qualifications :

A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant / secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.

Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature. Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance. Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities. Ability to analyze and interpret guidelines. Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries. Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.