Administrative Assistant, BORN Ontario - Permanent Full Time (1.0)

Funded by the Government of Ontario and administered by CHEO, the Better Outcomes Registry & Network (BORN) is Ontario’s prescribed perinatal, newborn and child registry. BORN collects, protects and enables the use of high-quality health data to support care, reporting, research and health-system decision-making across Ontario. BORN also manages Prenatal Screening Ontario, whose mandate is to coordinate and oversee the operations of prenatal screening services in Ontario, supporting a cohesive and high-quality screening system.

The Administrative Assistant will provide administrative and operational support, coordinating schedules and meetings, assist with staff onboarding and financial processes, maintain records and reports, respond to inquiries, and assist with special events and projects commensurate with the responsibilities listed below.

• →Maintaining calendars and scheduling meetings, appointments and/or events; preparing necessary documentation for meetings, appointments and/or events; rescheduling meetings, appointments and/or events based on availability to avoid conflict with competing and changing priorities.
• →Maintaining awareness of the program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports, etc.)
• →Supporting the program with human resources processes for Newborn/PSO staff including recruitment, hiring, orientation, onboarding, workstation/office setup, etc.
• →Establishing, developing, and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems

• →Supporting the administrative aspects of the program’s academic and research mandates
• →Preparing annual program summary reports
• →Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering
• →Making travel and hotel arrangements for staff and out-of-town families/visitors.
• →Prioritizing incoming mail and documents and distributing appropriately

• →Photocopying, collating, faxing, and distributing documents.
• →Proofreading documents for grammar and spelling
• →Typing, transcribing dictated correspondence, and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review
• →Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• →Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.

• →Maintaining both electronic and paper filing systems
• →Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• →Ordering supplies as required.
• →Performing other duties as assigned

• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Knowledge of medical terminology (Preferred)

• Clinical terminology proficiency (Essential)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction. (Essential)

• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)

• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English and French) (Essential)

Please note you will be represented by the Laborers International Union of North America , (LiUNA).

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply, however, only those to be interviewed will be contacted.