Administrative Assistant, Biomedical Engineering

Job Number: J

Job Title: Administrative Assistant, Biomedical Engineering

Department: C Biomedical Engineering

Job Category: Support Services

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada's most vibrant and diverse communities. We are home to North America's largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. We are also proud to be named one of Greater Toronto's Top Employers for 2022 Learn more at

FOR EXTERNAL APPLICANTS ONLY: As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital's Workplace Health and Safety department. Fully vaccinated: having received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by WHO (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); and having received the final dose of the COVID-19 vaccine at least 14 days ago.

The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.

Reporting to Director of Biomedical Engineering, the Administrative Assistant provides high-quality administrative, secretarial and organizational support to the Biomedical Engineering as assigned. The Administrative Assistant will assist with maintaining department′s communications and correspondence, preparation and recording of meetings, generation/creation of reports, maintaining records and office filing systems, providing administrative level support of department′s CMMS database, equipment procurement and invoice management processes, coordinating shipment deliveries and space requirements, supporting service maintenance and management activities, employee time and attendance scheduling monitoring and other related duties as required.
The Administrative Assistant is an integral team member in the general delivery of the highest level of service and response in a confidential, effective and accurate manner. The ideal candidate is an individual with integrity, a mature and professional manner, and positive nature with excellent communication, organization, prioritization, and problem-solving capabilities.

• Support standard administrative operations such as mail processing, filing (both electronic and paper), record keeping, faxing, photocopying, scanning, collating and organizing, mail correspondence, coordination of meetings, preparing and distributing agendas, minutes and materials

• Establish, implement and ensure appropriate systems are in place to enable efficient operation of the department. Identify and establish appropriate methods, systems or formats for sorting, storing, and retrieving information files and/or documents

• Coordinate administrative office operations. Ensure a professional look of the environment including the reliable operations of the communication devices of the department

• Coordinating, scheduling and confirming appointments for the Director, utilizing considerable judgement and reschedule according to changing priorities

• Design and produce effective and attractive communication and presentation materials such as tables, spreadsheets, charts and graphs, power point presentations, posters, flyers, and brochures under direction or with minimal direction for completion

• Determine and establish office procedures, follow procedures and maintain procedural documentation, identify and recommend improvements in processes and procedures

• Complete educational/training requests on behalf of the program. Coordinate registration and correspondence for special functions, site visits, continuing education and technical training activities, travel arrangements and hotel accommodations

• Prepare purchase requisitions, generate purchase orders, process and reconcile expenses and invoices as per departmental policy. Assist with routing to the appropriate queues for approval

• Maintain accurate part numbers, vendor numbers, and contact information. Monitor and maintain parts inventories and assist with establishing re-order points. Ensure all parts order purchases are processed promptly, and follow-up on purchase orders that are not completed within five business days

• Maintain non-field serviceable equipment services involving external vendors. Assist with shipping and receiving requests. Schedule equipment pick-up and delivery appointments

• Maintain a working knowledge of the Computerized Equipment Maintenance system (CMMS) and Medical Equipment Management Plan (MEMP). Assists with life-cycle management activities of medical equipment as requested or assigned

• Process and file contracts and agreements. Assist with the Central Equipment Contract Registry, as required

• May be assigned basic administrative tasks related to capital planning and/or projects

• Ensure management, department and employee personal information is kept confidential

• Timely processing and submission of bi-weekly payroll data for staff in the portfolio

• Maintain monthly on-call schedule and update applicable applications

• Demonstrate an understanding of and commitment to SHN′s comprehensive safety programs and practices, and promote health, safety and wellness in the workplace

• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines

• Troubleshoot routine/non-routine problems and take measures to correct/handle issues within the main office. Ensure office equipment and furniture are operational

• Provide an advanced level of editing and use of MS Office applications (Word, Excel, Power point, MS project and Visio). Use other related applications as needed to augment the content of the documents

• Order and maintain office supplies inventory and ensure accessibility

• Perform other duties consistent with the job classification as required or as signed

EDUCATION AND TRAINING:

• Full high school education plus a two (2) - year diploma in Office or Business Administration from an accredited college

• A two (2) year diploma in a technical field from an accredited college considered an asset
EXPERIENCE:

• Minimum two (2) years of relevant administrative experience within the last five (5) years

• Minimum one (1) year experience working in a Biomedical Engineering Department within a healthcare environment considered an asset
KNOWLEDGE/SKILLS/ABILITIES:

• Exceptionally organized and detail-oriented with a proven ability to multi-task and manage multiple projects with competing priorities and deadlines to completion following established protocols and working within systems in a fast-paced environment

• Strong critical thinking, analytical and time management skills. Ability to problem solve and trouble shoot

• Ability to effectively act as a liaison for the Director, Biomedical Engineering

• Demonstrated judgement, maturity, diplomacy and discretion in interacting with others at the hospital and in handling sensitive and confidential information

• Superior interpersonal and communication skills, both written and verbal. Ability to effectively interact and communicate verbally with a wide range of personalities, both internal and external

• Ability to take initiatives, make decisions, and implement actionable processes independently

• Ability to professionally interface with diverse groups and collaborate as a respectful, productive team member

• Ability to develop improved office processes to support higher team/department efficiency and work efficiently as a member of an interdisciplinary team

• Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule formats, compile information and prepare basic customized reports

• Ability to create, edit, and proofread documents, spreadsheets, presentations and meeting minutes, draft and distribute business correspondence, and develop/maintain procedure manuals

• Excellent computer skills with proficiency in Microsoft Office (e.g. Word, Excel, Power Point, and Outlook), MS Visio, and MS Project

• Ability to apply concepts of basic mathematics, previous financial responsibilities considered an asset

• Commitment to ongoing professional development

• Commitment to the safety of co-workers and patients

• Positive work and excellent attendance records

Scarborough Health Network (SHN) embraces and celebrates our community's unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.