Administrative Assistant

Administrative Assistant

Job Information
Author jobscamh
Date November 13, 2020
Deadline December 12, 2020
Type Full Time
Company CAMH
Salary Competetive - Per Hour
Location Toronto, ON
Category Healthcare
Client Centre for Addiction and Mental Health
Contact Information
Please apply here:


Administrative Assistant
Shkaabe Makwa, CAMH

Shkaabe Makwa supports culturally relevant systems initiatives in mental health and addictions services to achieve health equity and community wellness in collaboration with First Nations, Inuit and Métis communities and service providers across Ontario.  Through the implementation of wise practices, evidence-based models, trauma-informed interventions, and the advancement of research, Shkaabe Makwa strives to transform health outcomes which harmonize traditional knowledge and medical expertise.

Reporting to the Manager, Provincial Initiatives, the Administrative Assistant will provide senior administrative support to ensure the smooth and effective day-to-day operations of Shkaabe Makwa. The successful candidate will provide assistance to the Senior Director, Shkaabe Makwa on a wide range of confidential organizational and program related projects and issues. You will be responsible for maintaining the Senior Director’s schedule, booking appointments and scheduling meetings for the Shkaabe Makwa team.  Your duties will also include: composing and preparing correspondence, documents and contracts in support of departmental initiatives and projects, as well as preparing meeting agendas and minutes which effectively document the progress of the projects; supporting the preparation of grant applications and funding proposals; and supporting the preparation of presentations in the form of PowerPoint slides.  You will operate as part of a team of Administrative Assistants / Secretaries working closely to ensure co-ordination of support for special projects and for various committees of the Leadership Circle and the Senior Management Group.  The successful candidate will have the necessary experience to work independently and take leadership on complex assignments such as planning and organizing special events (web-based and in-person) which involve the contracting of external vendors, booking venues and accommodations, catering, arranging for transportation, and processing and tracking invoices and expense claims.

The Administrative Assistant will provide support in matters related to CAMH Finance (invoice reconciliation, Visa reconciliation, general ledger reconciliation), CAMH Procurement (vendor validation statements, vendor contracts, purchase orders), CAMH HR (onboarding of new staff), CAMH Research (drafting grant applications, maintaining research records), and CAMH Public Affairs (ensuring Shkaabe Makwa communications materials are aligned with CAMH Branding guidelines).

The Administrative Assistant will provide support in matters related to CAMH organization-wide committees (Reconciliation Working Group, Fair & Just Committee), CAMH External Partnerships (drafting communications, maintaining partner contact lists), and the Shkaabe Makwa Leadership Circle (providing communications, agendas, minutes, and meeting materials).

You will support a healthy workplace that embraces diversity, encourages teamwork, and complies with all applicable and regulatory requirements. This position is located at the Queen Street Site.

This position requires the incumbent to be First Nations, Inuit or Métis.  The successful candidate will have a Bachelor’s degree, combined with at least 5 years of senior level administrative experience or an equivalent combination of education, training and experience is required. You will have lived experience as a member of an Indigenous community and have a proven ability to work with First Nations, Inuit and Métis populations.  Demonstrated knowledge of the diversities amongst First Nations, Inuit and Métis communities, cultures, and histories.  An understanding of providing culturally relevant care in the context of mental health and wellness, harm reduction and trauma-informed care.  In this role, you are expected to have excellent multi-tasking skills, to work efficiently and effectively under minimal supervision, and adaptable to different styles of leadership.  You will possess superior interpersonal, organizational, problem solving, and client-centered skills, detail-accuracy oriented, particularly while working under high-pressure situations, and dealing with conflicting priorities.  The successful candidate should be flexible and adaptable with regard to the types of tasks assigned and be willing to work as a team player and will work as part of an interprofessional team, with a demonstrated commitment to the safety of staff.  You are able to demonstrate utmost confidentiality in all situations and have the ability to work as a member of a larger team.  You will have proven skills and experience in successful organization of events ranging from small to large scale.  You can negotiate with external vendors (such as hotels) to get the best possible rates. Excellent verbal and written communication skills and advanced user of Microsoft Office products including Word, Excel, and PowerPoint.

Please note:    This full-time, permanent position is not part of ANY bargaining unit.

Salary range:  Competitive salary and benefits

CAMH is a Tobacco-Free Organization.

CAMH is fully affiliated with the University of Toronto and is a teaching hospital and research institute. As a CAMH employee you will be expected to actively support CAMH’s teaching and research activities, in addition to supporting the clinical work of the hospital.

As an employment equity employer CAMH actively seeks Aboriginal peoples, visible minorities, women, people with disabilities, (including people who have experienced mental health and substance use challenges), and additional diverse identities for our workforce.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should accommodation be required.

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