Available Positions

Administrative Assistant

Eastern Ontario Regional Laboratory Association (EORLA)

 

Other

Job ID: J0524-0082
Posting Date: May 3, 2024
Posting Expiry Date: June 21, 2024
Job Title: Administrative Assistant
Department: EORLA – Administration
Union Group: Non-Union
Job Type: Regular Full Time
Position Number(s): 00114121
Job Code: 190558
Site: Children’s Hospital of Eastern Ontario (CHEO)
Location: Ottawa, Ontario, Canada
Job Category: Administration / Clerical
Number of Vacancies: 1
FTE: 1.0
Salary Range: $59,426.25 – $68,347.50/Year

Position Overview

Provides administrative, coordination, and logistics support and services for EORLA’s CHEO site.

The hiring range for this position is from $59,426.25/annually to $68,347.50/annually.

Responsibilities:

Office Administration
• Provides first point of contact for phone and email inquiries – provides information, directs calls and takes messages.
• Triages and tracks incoming mail and email for response and action.
• Photocopies, faxes and scans a range of documents and information.
• Arranges for courier / mail services; distributes documents to outside agencies.
• Prepares and distributes staffing schedules (on-call, rotation, vacation, teaching), codes and inputs time and attendance data.
• Sets up email/phone distribution lists.

Coordination and Planning
• Coordinates arrangements for consults, committees (internal and external), meetings and other events – scheduling, preparing and distributing invites, completing registration, booking rooms, organizing conference calls, arranging for equipment, catering, travel, and accommodation.
• Coordinates, collects, assembles, uploads, and provides agendas and information packages –reports, research, files and background materials.
• Arranges interviews (recruitment, appointments); identifies, collects and files or distributes required documentation to support processes.
• Responds to requests for information or materials from both internal and external stakeholders.
• Attends meetings and takes and distributes minutes to participants.
• Manages and coordinates calendars – acceptance, prioritization, and updates.

Financial
• Monitors office and specialized supply inventory.
• Prepares requisitions and purchase orders.
• Reviews and prepares or submits invoices for payments.
• Enters data for budgets, provides variance updates, completes fund transfers.

Documentation and Reporting
• Prepares, formats and edits a range of documents in multiple different forms (word documents, spreadsheets, presentations) – memos, correspondence, reports, training materials, presentations, spreadsheets, lectures, posters, manuscripts, policies, procedures, research applications, accreditation processes.
• Creates, or assists with creation, of forms and templates.
• Maintains tracking systems for documents and deliverables – both hard copy and electronic.
• Maintains databases and filing systems including file set up, data entry, data validation and archiving.
• Completes internet searches to identify and retrieve information, reports, publications, etc. to support research and other initiatives.

Communication and Interpersonal Skills
• Provides first-point of contact and customer service to triage, provide service and information.
• Interacts across a range of internal and external stakeholders with a focus on the provision of administrative and operational support and the exchange, collection, and dissemination of information.
• Explains, clarifies, and exchanges process and procedural information.

Complexity and Problem Solving
• Prioritizes workload where there are competing demands and unexpected deadlines.
• Triages incoming telephones calls, emails, and in-person visitors where solutions are not always known.
• Undertakes identification, consolidation and reporting on data – ensures accuracy and validity of coding.
• Provides ideas and suggestions to improve work processes and productivity.

Accountability and Decision Making
• Responsible for determining sequencing of work priorities to meet expected deadlines.
• Verifies accuracy of information prior to data input (e.g. time and attendance) and follows up where required.

Rotation/Shifts

Days, 8 hour shifts. For information purposes only – EORLA reserves the right to change.

Basic Requirements

• Completion of a college diploma in office administration;
• Minimum of 3-5 years of previous experience in an administrative support function;
• Knowledge and experience with office administration practices including time management, document management, scheduling, minutes/transcription, financial support and customer service;
• Knowledge and experience with office hardware (computers, photocopiers, scanners);
• Well organized with proven time management skills and multi-tasking ability;
• Demonstrated minute taking experience;
• Proficient in Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams);
• Excellent communication and interpersonal skills;
• Sound problem solving and conflict resolution skills.

As a pre-condition of employment, all new EORLA employees will be required to obtain and provide a satisfactory Criminal Records Check dated within six (6) months from the date of issue.

*Mandatory Vaccination Policy*
Per EORLA’s COVID-19 Vaccination Policy, if you are successful in the selection process, an offer of employment is conditional upon presentation of government issued documentation confirming that you have been fully vaccinated with a vaccine that has been approved in Canada. Any individual who cannot be vaccinated on medical grounds or other grounds recognized by the Human Rights Code can request an accommodation.

Please note that with respect to the COVID-19 pandemic, the Ontario Human Rights Commission’s (OHRC) position has been that a singular belief or personal preference against vaccinations and/or masks is not protected on the ground of creed under the  Code.

Preferred Qualifications

• Bilingualism is considered an asset.

Equal Opportunity Employer

The Eastern Ontario Regional Laboratory Association (EORLA) is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

Application Information

Please submit your online application by 11:59 p.m. EST the day the job posting closes. It is mandatory that you provide a thoroughly completed application with all the necessary information to help us determine whether you meet the qualifications as outlined on the job posting. Failure to do so will result in your being screened out of the competition. We thank all those who apply but only those selected for further consideration will be contacted. Thank you for your cooperation and assistance.


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