Administrative Assistant to the Department Head

Staff - Union CUPE 2950 CUPE 2950 Salaried - Administrative Support 4 (Gr7) Administrative Assistant to the Department Head Administrative Support | Department of Medicine | Faculty of Medicine $4,594.00 - $4,827.00 CAD Monthly September 7, 2025 June 15, 2027

• Acts as personal and confidential administrative assistant to the Department Head and resolves complex issues. Screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Head.
• Maintains the Head’s complex calendar and email to maximize efficient and effective use of the Head’s time. Responds to verbal and written requests; screens requests and inquiries and determines priorities.
• Provides administrative support to the Associate Head, Education, including scheduling meetings and related tasks.
• Schedules, attends, and records minutes for quarterly Division meetings on behalf of the Director of Administration.
• Schedules complex meetings for the Director of Administration.
• Communicates internally with members of the administration office, faculty members, students and staff in the Department. Drafts and edits reports/compiles statistical data for the Department.
• Liaises with Hospital Directors, Health Authority representatives, Division Heads, Chairs and academic representatives, other departments and hospital administration as appropriate.
• Utilizes a thorough knowledge of the Department, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.
• Drafts and transcribes correspondence, reports, etc. for and on behalf of the Department Head. Takes minutes and prepares meeting agendas for the monthly early morning Executive Committee Meeting which the Department Head chairs and maintains meeting files.
• Plans and co-ordinates special meetings, retreats, and workshops for the Head. Assists the Head’s Administrative Coordinator with special projects and events. Arranges meetings including room bookings, making complex travel arrangements including booking flights and hotels, and catering. Arranges national and international conference calls.
• Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Head as soon as possible. Arranges for and notifies the Department and relevant parties when an Acting Head is required to review and sign documents during the Head s absence.
• Coordinates and maintains bring-forward materials from a variety of sources for Head s meetings. Preparing agendas; taking, transcribing and distributing minutes of department meetings and ensuring decisions and recommendations are accurately recorded. Maintains the shared file folders for Department members to access appropriate minutes, committee documents, policies and guidelines.
• Prepares congratulatory letters/emails to faculty members regarding receiving awards, merit, grants, etc.
• Performs other related tasks.

Consequence of Error/Judgement

Work performed is done independently. The position requires a high level of confidentiality. The Department Head relies on the accurate and timely scheduling of meetings, appointments, and travel arrangements. If correspondence, reports, and etc. are not prepared accurately and in a timely manner then deadlines are missed.

Supervision Received

Works independently under administrative direction. Refers problems, especially if recurring or ongoing, to the Administrative Coordinator for direction. May recommend solutions and implement upon approval.

Supervision Given

None

Minimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Highschool graduation and two year post-secondary diploma/training in secretarial skills and office procedures. Four years related experience or the equivalent combination of education and experience. Intermediate Microsoft Office experience required: Word, Excel, Outlook, and PowerPoint. Effective oral and written communication, interpersonal and organizational skills required. Ability to type 60 w.p.m. and to operate all office equipment. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability required to take and transcribe minutes. Ability to compose correspondence and prepare reports in clear concise business English. Ability to prioritize work and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to prepare and adjust schedules to accommodate all requirements. Ability to deal with people in a calm and courteous manner. Ability to work both independently and within a team environment.