Administrative Assistant III (TFT 1.0)

at  VON Canada Ontario

REQUISITION DETAILS:

Employment Status: Temporary, Full Time (1.0 FTE)
Program Name: East North Region
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: January 2025
On-Call: No

JOB SUMMARY:

The Administrative Assistant III performs high-level administrative functions to support corporate priorities and assist in meeting funder obligations and expectations in accordance with VON standards. The position provides support to the Regional Executive Director (RED) and Senior Vice President (SVP) as required. The Administrative Assistant creates and manages a centralized, electronic information repository for their respective region and provides analysis on various reports, KPIs and metrics to the Regional Executive Director. This position also acts as a Team lead for administrative staff including Executive Assistants (EA), Heath Information Specialist (HIS), SSA, Workforce Analyst and Medical Records Clerk and coordinates regional administrative tasks.

EDUCATION, DESIGNATIONS AND EXPERIENCE:

• Post-secondary education in a relevant field of study.
• 3-5 years of experience with an environment similar to VON, e.g. health care, nursing, non-profit service, social service, or charitable organization.
• A minimum of one year of experience engaging in the decision-making process relating to finance, operations, human resources, marketing and business development.
• Knowledge of government funding, priorities and policies in health-related service delivery

SKILL REQUIREMENTS:

• Computer literate with proven skills in Microsoft Project, Word, Excel, and Outlook.
• Ability to exercise initiative in solving problems and identifying innovative opportunities including modeling LEAN and practicing LEAN principles and methodologies.
• Excellent oral and written communications skills.
• Ability to use evidence based and data driven decision making skills.
• Demonstrated ability to leverage financial and program metrics, for the building of reports and project plans.
• Able to maintain a strong attention to detail and manage multiple deadlines while working under pressure.
• Ability to lead and facilitate the adoption of change.
• Ability to work effectively as part of a team, including with both internal and external partners.
• Ability to work independently and take direction, as required.
• Strong work-ethic and integrity.

• Prepares and reports data monthly for all KPI metrics for RED, District Executive Directors (DEDs), Senior Managers, Care and Service Managers.
• Supports the region’s senior leadership team with scorecard tracking and measures, highlighting inconsistencies and deficiencies for management analysis and action planning.
• Builds data reports for RED, DEDs, Senior Managers and Care and Service Management to present to LHINs, major funders and VON Senior Management Team.
• Drafts formal communications on behalf of RED and regional senior leadership team.
• Documents and populates briefing notes, annual quality reports and quality plans for external customers/funders.
• Supports regional leadership team in developing project plans and timelines for regional priorities.
• Supports RED or Senior Managers with tracking of data and action plans for any quality improvement initiatives.
• Supports regional leadership team in making sure all funder related reporting requirements are met, coordinating the tasks and activities that are required to meet funder reporting requirements such as finance reports, WISB reports, various MSAA reports, United way Grants, LHIN Annual Quality Plan and others as assigned.
• Supports regional leadership team to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping).
• Ensures regional adherence to appropriate internal administrative processes including signatures, cascading of authority, briefing notes, (i.e. documents requiring Board, CEO, or VP approval or input) and some internal and external communications
• Liaises with SVP Executive Assistants to cascade provincial priorities to the respective region and regional senior leadership team members.
• Supports the RED in managing confidential performance monitoring of regional senior leadership team members assisting them in addressing regional workload priorities and duties as part of that process.
• Supports Regional meetings taking minutes, maintaining action plans, and monitoring tasks delegated by the RED to ensure work is achieved to agreed deadlines.