Schedule 8:30-4:30, M-F
Education Level College diploma
Career Level 3 years relevant experience
About the Faculty:
McMaster University's Faculty of Health Sciences trains physicians, nurses, physiotherapists, occupational therapists, health care researchers, physician assistants and midwives to work together in teams, providing the finest patient care. Our pioneering education advances and our excellence in world-class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.
About the Department:
The McMaster University Department of Obstetrics and Gynecology is a large multi- site department with over 100 Geographic full-time, part-time clinical and adjunct faculty located at two fully-affiliated teaching hospitals, community teaching hospitals and other distributed education sites. We are committed to providing excellent educational programs, leading edge basic science and health-care research and the highest quality in patient care. Our mission is education, research and effective care for women. We believe in operating in a service-oriented and support model.
About the Role:
The successful applicant will be responsible for supporting the Office of the Chief of the Obstetrics and Gynecology department in academic, clinical and research roles. The Administrative Assistant will be accountable to the Department Chief and Director for maintaining the efficient operation of the Chief's Office. Successful incumbent must provide both administrative and medical secretarial support to the Chief of Obstetrics and Gynecology. Understanding University and Hospital partners organizational functions, affiliation agreements between teaching hospitals, policies and procedures will contribute to success in this role. This is a dynamic role in a fast-paced environment, providing administrative support for the delivery of excellent clinical care .
Purpose and Key Functions:
Administer the hospital credentialing and impact analysis, and joint recruitment and reappointment processes.
Write a variety of documents such as correspondence, reports, and meeting minutes.
Research, prepare, collate, copy, and distribute information for reports, presentations, meetings, and projects.
Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established departmental policies and procedures.
Coordinate internal and external program reviews for the department.
Plan and coordinate interview schedules for faculty recruits involving individuals both internal and external to department.
Coordinate departmental meetings and conferences.
Schedule medical appointments, procedures and meetings.
Provide information to patients on how to complete required forms and documents.
Book hospital diagnostic procedures, medical tests and clinic visits for patients.
Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
Process and reconcile clinical and third party service billings.
Understand hospital and University policies and procedures, and bylaws. Provide policy and procedure information to faculty, staff, students and visitors.
Update and maintain confidential files and records. Handle sensitive material in accordance with University and hospital policies.
Remain current with changing University and hospital policies and practices and collaborate with the Chief and manager to ensure that the department complies with these changes.
Set up and maintain filing systems, both electronic and hard copy.
Update and maintain information in a variety of databases.
Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
File, retrieve, and purge files.
Search databases, literature, and web to locate documents and articles.
Requirements: 2 year Community College diploma in Medical Office Administration or related field. Requires 3 years of relevant experience.
The successful candidate will encompass the following assets:
Ability to provide specialized administrative support using demonstrated judgement, initiative, and independence to assist the Department Chief in achieving program and organizational objectives.
Exceptional ability to organize in time a series of actions or events in order to achieve an objective or a project.
Exceptional time management and organizational skills within a fast-paced office environment.
Discretion, good judgment, attention to detail, personal motivation, and the demonstrated ability to work independently and as a team with minimal supervision in a fast paced and deadline-oriented environment.
Excellent oral and written communication skills with a strong customer service focus and proven relationship management skills.
Ability to maintain composure under pressure.
Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required.
Minimum 4 years of administrative experience with an academic focus.
Detailed knowledge of McMaster University policies, procedures, and regulations in relation to postgraduate education and faculty.
Flexibility in schedule is necessary, as some evenings, weekends and early mornings are required.
Experience in working in a clinical academic department with demonstrated skills working with various software applications including Word, Excel, Access, Publisher,
MOSAIC, MedSIS, WordPress, Office 365, MacFACTS are necessary for this position.
Exceptional analytical and information-seeking skills that contribute to effective decision-making and strategic planning and execution of action plans that deliver results and motivate individuals for greater performance excellence.
Knowledge and ability to facilitate meetings, conduct effective briefings and presentations both internally and externally with stakeholders who reflect the full range of diverse objectives.
Additional Information: The successful candidate will be working within a fast-paced, multi-tasking, busy office environment. The ability to make quick decisions and exercise tact, diplomacy and exceptional judgement skills are a necessity for success in this role.
Please note that we will only communicate with candidates who are chosen for a preselection test or for an interview. Please upload your Cover Letter, Resume and any other supporting documents when submitting your application online through the McMaster Careers website. Please note this is the only channel we will be accepting applications through; your application will not be considered if you apply through external job boards.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.