About The Position
CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system. Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO's Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario. The Administrative Assistant, Program is responsible for providing administrative support to a clinical or provincial program.
Requirements
- Criminal Record Check (PRC) (Essential)
- Diploma in relevant field (Essential)
- Approximately 12 months of related experience (Essential)
- Clinical terminology proficiency (Essential)
- Bilingualism (English and French) (Essential)
- Sound judgement, the ability to prioritize and adjust as required; (Essential)
- Ability to anticipate needs, as well as plan and prioritize work. (Essential)
- Ability to take initiative and work independently with minimal direction. (Essential)
- Ability to multi-task and complete tasks in a timely fashion; (Essential)
- Strong organizational skills (Essential)
- Detail-oriented (Essential)
- Discretion and a high degree of confidentiality; (Essential)
- Professional, effective, concise communication (both oral and written); (Essential)
- Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
- Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
Nice To Haves
- Knowledge of medical terminology (Preferred)
Responsibilities
- Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
- Maintaining awareness of the clinical/provincial program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
- Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup.
- Collaborating with the University when appropriate.
- Submitting required information to support physician billing (if applicable)
- Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
- Supporting the administrative aspects of program’s academic and research mandates
- Preparing annual program summary reports
- Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
- Making travel and hotel arrangements for staff and out-of-town visitors.
- Prioritizing incoming mail and documents and distributing appropriately.
- Photocopying, collating, faxing and distributing documents.
- Proofreading documents for grammar and spelling.
- Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
- Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
- Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
- Maintaining both electronic and paper filing systems
- Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
- Ordering supplies as required.
- Booking appointments for families/managing incoming referrals/and checking patients in
- Performing other duties as assigned.
Benefits
- competitive salary and comprehensive benefits package
- unique culture that fosters dedication, communication, respect and teamwork
- place where your opinions will be respected, contributions valued and your initiatives rewarded
- family-friendly environment that supports you and your own family, as well as the children, youth and families we serve
- chance to grow — personally and professionally — through our comprehensive orientation program and on-the-job learning
- support for continued education and learning
- potential for a relocation reimbursement benefit
- truly unique work environment
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
