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Administrative Assistant

Date: October, 2015
Reports to (Job Title): Director, Campus Wellness
Jobs Reporting (Job Titles): None
Department: Campus Wellness

Location:

Health Services/Counselling Services

Grade:

USG 6
35 hr/wk


Primary Purpose

The Administrative Assistant is accountable to the Director, Campus Wellness. This position is responsible for coordinating direct administrative and secretarial support to the Director, Campus Wellness. On behalf of the Director, Campus wellness, this individual provides support to Campus Wellness staff, including members of Campus Wellness Senior Management team. On behalf of the Director, Campus Wellness, this position relates to the University of Waterloo community. The Administrative Assistant is also responsible for internal communication (within Campus Wellness areas) regarding operational functions and Campus Wellness activities and initiatives.

Key Accountabilities:

1.  Administrative Support  - Director, Campus Wellness

 

 

2.  Administrative support for Campus Wellness - on behalf of Director, Campus Wellness

 

 

3.  Administrative support – Physicians

 

 

 

4.  Administrative Support – Residency Programme

 

 

 

5.  Communication - Inter-departmental / Intra-departmental

 

 

6.  Financial / Data

 

 

 

7.  Special Projects, Initiatives and Responsibilities

Position Requirements

Education:

Undergraduate degree in Business Administration or diploma in Health Administration, or equivalent experience

Experience:

At least three years of administrative experience supporting senior management preferably in a healthcare facility (post-secondary setting beneficial)

Technical:

MS Word Excel PowerPoint Other
extensive knowledge intermediate knowledge extensive knowledge

Extensive knowledge of:

1. Microsoft Office suite

2. dicta-typing software and hardware

 

Working knowledge

1. Financial management system (FORE preferred)

2. SharePoint experience preferred

Nature and Scope

Interpersonal Skills:

This position requires excellent interpersonal skills, clear analytical thinking and the ability to work with tact, diplomacy and good judgment. Experience managing sensitive and confidential information with maturity. Proven ability to prioritize, manage time, remain highly organized and flexible. Excellent collaboration and communication skills appropriate for all administrative and clinical staff within Campus Wellness.

 

LEVEL OF RESPONSIBILITY

 

Internal and External Contacts

Internal:

Campus Wellness senior administration, clinical staff (physicians, nurses, mental health professionals); University administrators and staff (campus police, administrative support units, etc.)

 

External:

community organizations, administration counterparts at other post-secondary institutions

Level of Responsibility:

Responsible for working independently and strategically, anticipating administrative and communication needs for Campus Wellness. Responsible for all aspects of administrative support as outlined above.

Decision-Making Authority:

In collaboration with Director, Campus Wellness, has authority for all areas outlined above.

Physical and Sensory Demands:

Possibility for multiple interruptions and competing priorities on a daily basis. Flexibility and responsiveness to a variety of day-to-day and long-term issues are required. Ample opportunity for movement within various areas in at least two on-campus buildings where Wellness services are delivered. May require moderate physical demands, including light lifting and moving of equipment/material.

Working Environment:

Exposure to regular disagreeable conditions typical of a senior staff position. Normal stress and pressure associated with this level of position. Located indoors in comfortable, fast-paced office environment populated by clinical, administrative staff, as well as clients (University of Waterloo students, staff and faculty and their families). There may be unusual hours or schedules, multiple and/or tight deadlines beyond one’s control and constant interruptions (e.g. phone calls, e-mails, unplanned but urgent support requests, varying student volumes at different times of year). At times, hours of operation include from 8:00 a.m. to 8:00 p.m. Position requires flexibility to occasionally shift working hours to include evenings