The Knowledge Translation (KT) Program at the Li Ka Shing Knowledge Institute of St. Michael's Hospital is currently looking for an administrative assistant to join the dynamic and growing team.
This administrative assistant will work within the Knowledge Translation Program, largely for the Canadian Task Force on Preventive Health Care. The primary role of this person is to work closely with the Task Force Chair, Vice-Chair and Project Manager to provide support to the Task Force Office.
The Canadian Task Force on Preventive Health Care is an independent body of primary care and prevention experts that was established by the Public Health Agency of Canada (PHAC) to develop clinical practice guidelines that support Canadian primary care providers in delivering preventive health care. The Task Force is responsible for tasks that include prioritizing topics for guidelines; working with scientific staff from the Global Health and Guidelines Division of PHAC to refine topics; working with two independent Evidence Review and Synthesis Centres (ERSC), which develop systematic evidence reviews; development of recommendation statements for guidelines; and working with the Knowledge Translation (KT) Program to facilitate dissemination and implementation by key stakeholders. For more information about the Task Force, go to www.canadiantaskforce.ca.
We are seeking an individual who is proficient in synthesizing large amounts of information. Important to this role is the creation of polished meeting records that summarize discussions, decisions and action items. The successful candidate should have excellent writing, organizational and computer (e.g., Microsoft Office suite) skills.
The candidate will be the key point of contact for the Task Force and should be able to manage competing priorities and complex scheduling requests. The Administrative Assistant will work with virtual teams, virtual team members, and a large number of external stakeholder groups. This position will offer the successful applicant a challenging and rewarding work environment.
DUTIES & RESPONSIBILITIES:
Under the supervision of Task Force Chair, the duties and responsibilities of the Administrative Research Assistant includes, but are not limited to, the following:
- Plan and coordinate day-to-day work independently while contributing to the combined needs of the Task Force Office members (Chair, Vice-Chair and Project Manager)
- Work with the Task Force Project Manager to organize logistics for 2 yearly in-person and 1 yearly virtual policy meetings, including flights/hotels/restaurant bookings and arrangements. Includes coordination of onsite logistics and troubleshooting problems as they arise. Some overnight travel may be required
- Resolve problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues
- Participate in the development and implementation of standard operation procedures. Recommend procedural changes to improve efficiency, including recommendations on staff requirements.
- Complete financial forms such as travel expense forms, cheque requisitions, purchase orders and expense claims
- Write a variety of documents and formal notes, such as email correspondence, standard operating procedures, and detailed meeting minutes
- Format, word process, edit and proofread a variety of documents and materials
- Collect, verify, and input data into a variety of spreadsheets and databases
- Assist with SharePoint file organization and management
- Coordinate calendars and manage/resolve complex scheduling requests
- Organize video/teleconference meetings, including contacting attendees and preparing meeting materials
- Communicate with external stakeholders to obtain regulatory documents
- Triage requests from public, media, and external stakeholders
- Other duties as assigned
- Minimum Bachelor’s Degree with 2 years related experience. A Masters Degree is preferred
- Excellent computer skills which include Microsoft Office suite/Office 365 (Word, Excel, PowerPoint, SharePoint, Skype for Business and Outlook)
- Ability to communicate effectively and listen attentively
- Excellent organizational and problem-solving skills
- Ability to work independently, take initiative, and manage multiple projects and timelines
- Excellent writing skills, with a proficiency in proofreading and grammar
- Meticulous attention to detail and capable of independent decision-making
- Ability to work collaboratively in a virtual team environment
- Good interpersonal skills and strong capacity for teamwork
- Fluency in French is an asset
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. All internal candidates must be in compliance with Unity Health Toronto's COVID-19 Vaccination Policy.