Administrative Assistant, Prevention

Overview

The Partnership’s Cancer Control Division implements programs and initiatives that deliver on the priorities of the 2019-2029 Canadian Strategy for Cancer Control. The division is comprised of program teams that specialize in all parts of the cancer continuum – prevention, screening, diagnosis, treatment, clinical care, survivorship and palliative care. The program teams work in partnership with provincial and territorial governments, cancer agencies, health organizations, health-care professionals, people living with cancer and those who care for them, to drive practice and policy changes that improve the cancer experience for all people in Canada. All program teams in the division place a special focus on populations in Canada who have less access to timely and effective cancer prevention, services and care, and the teams ensure that all initiatives take action to address the unique challenges faced by First Nations, Inuit and Métis peoples affected by cancer.

Overview of role

The Administrative Assistant, Prevention is an integral member of the Cancer Control Division’s Prevention team who organizes large-scale pan-Canadian in-person, hybrid and virtual meetings, schedules internal staff and external partner meetings, and prepares and formats internal and external materials to support t projects in achieving cancer prevention priorities across Canada. Providing administrative support to the Director, Prevention, the incumbent works collaboratively with the team and others across the organization. As a highly organized professional with strong administrative skills this position is responsible for delivering on the tasks of the job, ensuring work reflects commitments to reconciliation, Indigenous cultural competence, and addresses the needs of underserved populations, while contributing to the overall vision to reduce the burden of cancer on all people in Canada

Core responsibilities & activities

Communication

  • Acts as the first-line of contact for the team with internal and external partners
  • Triages daily communication, (e.g., email, instant messaging, phone, mail, courier deliveries & in-person drop-ins), to ensure the Team is effectively updated and can respond to requests and queries
  • Maintains knowledge of overall activities and priorities for the team and organization to better support the team and key contacts
  • Drafts and formats documents and composes correspondence and emails in a timely and professional manner
  • Proactively identifies and communicates administrative issues and potential solutions to the Manager

Calendar management & meetings

  • Manages Director calendar, acting proactively to resolve conflicts and support time management
  • Performs on-going review of team, and organizational calendars in order to act proactively for upcoming meetings, events and conferences
  • Assists in the preparation for internal and external meetings by providing all background material and supporting the formatting and branding of agendas; reports; letters; and PowerPoint presentations as required
  • Supports external/team meetings by taking minutes, summarizing and communicating Action items
  • Coordinates external meeting logistics such as travel booking, securing meeting rooms/spaces; event catering; point-of-contact for events,; preparing name tags and meeting packages; ensuring IT (e.g., Teams, audio visual, projection, WIFI etc) is available and in working order; clean-up/set-up of meeting rooms; review and processing of expense claims
  • Books meetings based on knowledge of corporate priorities and divisional and team goals, and at request of Director, Manager and team members
  • Books local, provincial and international travel arrangements for Director, and team members as required using CPAC’s preferred travel provider

General administration

  • Maintains team’s electronic filing systems ensuring documents are accessible and secure
  • Actively seeks input, direction and provides reminders to Director and team about the Contacts Relations Management System (CRM) and adds to, updates, utilizes and maintains the CRM
  • Drafts, edits and formats correspondence and reports, proofreads documents, creates mailing lists in CRM and Click Dimensions, makes copies and scans documents
  • Reviews invoices and receipts and submits for payment, tracks and codes team expenditures, including Director’s corporate credit card
  • Reviews and/or prepares expense and travel reimbursement requests with adherence to Travel/Finance Policies and Procedures
  • Actively participates and collaborates with the Partnership Support Team to facilitate more effective and efficient processes and a commitment to achieving shared goals
  • Leverages centralized corporate services while seeking the most economical method to plan events and follows all policies, procedures and processes
  • Provides back-up administrative support to other teams
  • Monitors and tracks professional subscriptions and memberships and flag renewals
  • Performs other duties and ad hoc projects as required

Competencies

The Partnership has core competencies which describe the behaviours we expect to be exhibited by staff. While the role overview and accountabilities describe what the successful incumbent will do, the competencies describe how we expect them to do it. The competencies are a key element to how the Partnership measures performance. There are five universal competencies which need to be exhibited by all staff.

Universal competencies

  • Inclusive – values diversity and applies an equity lens; consciously thinking about who needs to be included
  • Agile – is constantly adapting to partners, priorities and outcomes; is committed to continuous learning and improvement; promotes new ways of doing things
  • Collaborative – partners and builds strong relationships; works effectively with team members, focusing on delivering individual contributions to meet collective outcomes
  • Outcomes-focused – focuses on the ultimate impact, priorities work with a focus on underserved groups
  • Systems-thinking – connects the dots between their work and the broader system, has political acuity

Experience & qualifications

  • Secondary education with some University or College in business administration, or other relevant disciplines preferred
  • 1 to 3 years’ relevant experience, preferably in the non-profit or health sector
  • Experienced in use of Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams, OneDrive). Comfortable with other software such as customer relationship management programs, Click Dimensions, Adobe Acrobat Pro, Crestron, Doodle, Mentimeter, etc.
  • Bilingual in both English and French is an asset

Apply now

To apply, please forward your CV and cover letter combined in one file in Word or PDF format to:
Talentmanagement@partnershipagainstcancer.ca.

The Canadian Partnership Against Cancer thanks all applicants; however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should accommodation be required.

The Canadian Partnership Against Cancer has a diverse workforce and is an equal opportunity employer.

Position Details

Reports to:

Director, Prevention

Location:

Hybrid/Remote. The Partnership’s head office is in downtown Toronto. Candidates can work anywhere in Canada with the expectation to travel to the head office on occasion.

Employment category:

Full-Time

Job level:

Level 3 salary range: $45,900- $62,100; Compensation offered will be based on an assessment of the candidate’s knowledge, skills, competencies and experience, while ensuring internal equity.

Posting date:

August 12, 2022

Closing date:

August 26, 2022

Status:

Open