DUTIES: 

1. Manage and coordinate the flow of information to and from the Vice President, Medicine & Chief Nursing Executive office.
2. Coordinate and schedule appointments and prioritize and maintain the Vice President, Medicine & Chief Nursing Executive schedule.
3. Coordinate travel arrangements leadership team; complete travel expense claims for submission and approval as required.
4. Monitor and assist with budgetary preparation and ensure submission deadlines are met.
5. Oversee accounting of expenditures, and distribution of funds as required.
6. Manage and redirect correspondences/inquiries (i.e. telephone calls, walk-ins, emails, mail, fax) and obtain approval as required.
7. Manage patient and employee complaints and direct to appropriate area for timely response.
8. Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.
9. Coordinate meetings/conference calls, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
10. Complete special projects as assigned.
11. Maintain and update filing systems and electronic record management systems.
12. Process bi-weekly payroll data as required.
13. Coordinate regular and special events as assigned.
14. Facilitate the gathering of statistical information and coordination of reporting requirements as it pertains to the specific program.
15. Provide administrative support to members of the administrative team as required.
16. Ensure the Vice President, Medicine & Chief Nursing Executive is kept abreast on all internal and external issues, and is advised of and prepared for all appointments and meetings.
17. Act as a liaison between the Vice President, Medicine & Chief Nursing Executive and HSN’s Board of Trustees, senior leadership, management, physicians, staff, internal and external stakeholders, and the general public.
18. Act as the recording secretary for assigned committees.
19. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
20. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
21. Educate and promote health, safety and wellness in the work place.
22. Represent the department or program on various committees and in meetings as required.
23. Perform other duties as assigned.

EDUCATION AND TRAINING: 

1. Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college.

EXPERIENCE: 

1. Minimum of three (3) years’ experience working in an administrative support role at a senior management level, preferably in a health care environment.