VACANCY DETAILS

VACANCY NUMBER: 40891NC

JOB TITLE: ADMINISTRATIVE ASSISTANT, FT
STATUS: FULL TIME
DEPARTMENT: CORPORATE FINANCE
LOCATION: MAROTTA FAMILY HOSPITAL-ST CATHARINES SITE/HYBID

HOURS OF WORK: 75 HOURS PER PAY PERIOD, MONDAY-FRIDAY

POSTING DATE: 25 JUNE 2025
CLOSING DATE: 08 JULY 2025

UNION: NON UNION
WAGE RANGE: $32.202 to $36.434 per hour

POSITION OBJECTIVE:
Reporting to the Director of Finance, the incumbent will provide a dual role of confidential comprehensive administrative and financial accounting support to the Finance Team. Operating in accordance with Niagara Health's values at all times, this individual demonstrates a high-level of professionalism with the ability to build and maintain trusting and effective working relationships with internal and external contacts. Their goal is to streamline administrative and financial processes, enhance efficiency, and contribute to a positive, well-organized work environment that supports the overall success of the organization. This includes administrative duties and financial analysis for both internal and external stakeholders and ensuring the smooth day-to-day operations of the department. The incumbent must have a positive attitude and superior communication skills necessary to maintain Niagara Health's core values.

DUTIES AND RESPONSIBILITIES
o Manages calendars: schedules appointments, meetings, and conferences; coordinates all internal and external bookings including meeting space and conference attendance; ensures all appointments are properly coordinated and confirmed
o Prepares memos, letters, presentations, emails, and other communications for internal and external audiences
o Serves as a point of contact for internal and external communications including phone calls, emails, and mail
o Triages inquiries from staff, volunteers, physicians, visitors, and others; provides excellent customer service and redirects as necessary
o Maintains office supplies inventory and places orders for necessary supplies as needed, in accordance to approved budgets, polices, and guidelines
o Organizes, develops, and maintains digital and physical filing systems, ensuring all records are accurate and up-to-date; includes updating materials and files as required
o Coordinates office mail and courier deliveries and distribution
o Inputs data into relevant systems, tracks deadlines, and maintains accurate records for various office activities
o Supports the organization's annual operational budget, planning, audit, and engagements & events calendar
o Works closely with other portfolios/programs to ensure seamless communication and project execution
o Supports Accounts payable system by verifying invoice information, providing general ledger coding, and uploading invoices
o Physician payments: ensure the accurate and timely calculation of various physician payments, general ledger and Ministry financial reconciliations, and reporting to internal and external stakeholders in accordance with Ministry guidelines and internal policies
o Prepare Accounts payable physician payment plans, invoices and cheque requisitions for approval
o Maintain and prepare all financial physician payment documents for Ministry reporting and external audit purposes
o Analyze bank statements, summarize activity and prepares monthly cashflow statements for various bank accounts
o Prepare online banking systems transfers between accounts, process timely online payments, distribute online banking statements, and summarize payments as required
o Upload journal entries to the General Ledger through Crystal reports
o Participates in or assists with special projects, presentations, or analysis tasks, as assigned
o Provides other members of the team with various administrative support, as needed
o Takes initiative to improve office procedures, and operational efficiencies where applicable
o Other duties as assigned

COMPETENCIES
o Time management & prioritization: handle a large and diversified workload with rapidly changing priorities and competing deadlines
o Digital fluency: proficient use of the Microsoft Office 365 suite, including Teams. Excellent and proven Microsoft Excel and Word proficiency. Solid experience with computerized accounting system including general ledger, accounts payable, and online banking systems (experience with Meditech financials and Basware an asset).
o Communication skills: ability to create written communications in a variety of formats including emails, memos, reports, and presentations
o Formal meeting support: arranging meeting space, managing invitations and attendees lists, and taking meeting minutes
o Interpersonal skills: ability to create trusting relationships while relying on exceptional customer service skills and manages conflict swiftly and effectively
o Team support: ability to work independently and resourcefully while supporting a broader multi-disciplinary team working toward the same goal
o Sound judgement: ability to maintain confidentiality and handle sensitive information with discretion during all interactions
o Efficiency mindset: looks for proactive opportunities to improve efficiency and escalates suggestions to the appropriate individual for review and approval
o Evidence of effective organizational, interpersonal, communication, judgment, decision-making, and conflict-resolution skills
o Analytical skills: Evidence of attention to detail, effective organization, analytical and mathematical thinking, judgement and decision-making skills
o Flexible, self-directed and able to work proficiently with minimal supervision
o Consistent and regular attendance required


QUALIFICATIONS:
o Completion of a Community College Diploma specializing in Office Administration, Accounting or Bookkeeping or equivalent
o Minimum two years of administrative experience in an administrative or accounting/bookkeeping position, or related experience
o An equivalent combination of education, training, and experience will be considered
o Work experience in a unionized health-care setting an asset


Questions, quoting the job posting number, may be directed to hrrecruit@niagarahealth.on.ca

At Niagara Health, we value diversity, equity and inclusion, and welcome applications from all people. We are especially interested in hearing from you if you are excited about being part of a respectful and hard-working team in the beautiful Niagara Region, have a passion for service and excellence in healthcare, have a background or related expertise in the healthcare environment, supporting patient care and providing extraordinary customer-service.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Niagara Health will provide accommodations through the recruitment 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.

At Niagara Health, we are committed to advancing diversity, equity and inclusion. As a part of this work, we collect information on Ontario Human Rights Code grounds and non-Code grounds in order to: hire and retain diverse talent, prevent and/or address systemic barriers to access and opportunity, improve service delivery and programs and advance diversity and inclusion overall. All identification questions are optional and include a "prefer not to answer" option.