Position: Department Administrative Assistant

Dept/Health Program: Institute for Better Health 

Posting ID: 2024-39148

Status: Temporary Part-Time (x12 months) 

Role Level: AC05 ($28.42 to $35.54)

Site: Mississauga Hospital

Hours of Work/Shift: Monday - Friday | 20 hours/week 

Posted: September 16, 2024

Internal Deadline: September 30, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission: A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

Trillium Health Partners and the Institute for Better Health

Trillium Health Partners (THP) is the largest community-based hospital system in Canada. Comprised of Credit Valley Hospital, Mississauga Hospital and Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities. Trillium Health Partners is a teaching hospital affiliated with the University of Toronto and is an associate member of the Toronto Academic Health Science Network.

As THP’s research and innovation engine, the Institute for Better Health (IBH) is a core enabler of THP’s mission of a new kind of health care for a healthier community through the application of scientific expertise, innovative thinking and partnerships. Focused on generating cutting-edge science and innovation in health service delivery and population health, IBH leads practical research and innovation that shapes how we engage, design, deliver, and finance health care to solve problems stretching from the bedside to the system. IBH operates within a Learning Health System Model, with specific thematic areas of focus in population health, patient and family engagement, innovative models of care, and implementation and evaluation science.

Our Commitment to and Progress Towards Anti-Black Racism

THP and IBH have made a commitment to becoming a safer and more inclusive environment with a dedicated focus on dismantling anti-Black racism and white supremacy at THP. This commitment is in response to the recognition that Black people systemically experience the organization differently than their white and non-Black colleagues. Similarly, Black scientists and research staff experience the research ecosystem differently. Anti-Black racism is the starting point as Black individuals and communities are disproportionately impacted by the harms of systemic racism and white supremacy culture. In this work, we are committed to disrupting and reconstructing the processes, practices, and systems that contribute to anti-Black racism.

THP established its Equity Secretariat Office in 2020, providing education and training on anti-Black racism, and establishing a THP Circle on Anti-Racism and Inclusion. Today, the Equity Secretariat has become the Equity, Anti-Racism and Inclusion Office, with a current staff of four whose specific focus is on dismantling anti-Black racism and white supremacy and advancing other dimensions of inequity within THP. This office supported the completion of an externally-led Anti-Black Racism Climate Review and resulting report, which includes recommendations and actions that are being integrated into THP’s operating plan.  At IBH, the Anti-Black Racism Allyship Initiative (ABRAI) was established in 2020 to understand the experiences of Black staff within IBH and develop an action plan in partnership with Black staff to address anti-Black racism. The action plan has been translated into operational objectives that support the recruitment, retention, and career development of Black staff. As part of this plan, IBH has established an optional, monthly Black Excellence meeting for Black staff at IBH where the purpose is to provide a safe space where all hold power and attendees can connect, network, and support each other.

The Role 

A self-motivated individual with strong organizational skills and demonstrated attention to detail and the ability to prioritize and multi-task will succeed in this role.  The role reports to the Manager of the Science Portfolio and provides administrative and operational support to the Scientific Lead, IBH and Science Portfolio including clerical support, scheduling support, calendar management, and file and record management. 

Qualifications and Skills

• Post-secondary degree or a diploma from a recognized medical, business, or office administrative program or evidence of equivalent experience  
• Proficient verbal and written communication skills
• Excellent interpersonal skills and ability to collaborate with a variety of stakeholders
• Strong organizational and effective time management skills
• Strong computer skills including MS Outlook, Office, Excel. Experience with payroll and invoicing systems considered an asset
• Willingness to learn and adapt to evolving needs of the Science Portfolio
• Demonstrates attention to detail and the ability to prioritize and multi-task

Responsibilities

• Provide administrative support to the Scientific Director and Science Portfolio
• Support the Manager, Science Portfolio with program level operations, as required
• Coordinate logistics for meetings and events (e.g. booking rooms and venues, preparing meeting agendas and materials, taking minutes and tracking action items, confirming A/V and other equipment)
• Provide calendar management and scheduling support for Scientific Director, including liaising with internal and external stakeholders
• Maintain documentation for Scientific Director as required by their role (e.g., CVs, Common CVs, biographies, professional summaries)
• Support reviews and approvals for Scientific Director, including providing e-signature as directed
• Support recruitment, onboarding, and integration of new staff, students and trainees for the Science Portfolio, including IT and system access requests, equipment procurement and set up, scheduling, collecting training and documentation, and obtaining photo ID badges
• Coordinate payroll for all staff in the Science Portfolio, as required
• Support day-to-day administrative tasks such as development of forms, databases and trackers; building surveys and preparing results summaries; building and maintaining distribution lists; and maintaining electronic folders and documentation
• Liaise with other departments and enabling supports on process and procedures, including troubleshooting and supporting issue resolution
• Other tasks as assigned

Equity and antiracism are essential to academic excellence and foster the inclusion of voices that have been underrepresented or discouraged. We encourage applicants from members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person.

Please submit the following application components in a single file (PDF preferred):

• Cover letter detailing your interest in the role
• CV
• Writing sample (any paper or document where the applicant was the primary writer)

Should you require or wish to discuss accommodations to support your engagement with this opportunity, please email IBHScience@thp.ca.

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca 

Candidates are selected on the basis of their skill, ability, experience and qualifications.

Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.