We currently have a Regular Full-Time opportunity for an Administrative Coordinator in the Hurvitz Brain Science Program at our Bayview Campus.
This is a new role created in partnership between Brain Sciences and the Department of Family and Community Medicine. The coordinator will provide administrative support to the Rapid Access to Addictions Medicine clinics, as well as the office of the Chief of the Department of Family and Community Medicine.
RAAM Clinic
A rapid access addictions medicine (RAAM) clinic is a low-barrier, walk-in clinic that patients can attend to get help for a substance use disorder without an appointment or formal referral. RAAM clinics provide time-limited medical addiction care (including pharmacotherapy, brief counselling, and referrals to community services). The administrative assistant is an integral member of the team, working collaboratively with physicians, nurse practitioners, counsellors, and peer support workers. The position is well suited to a self-starter with strong organizational and communication skills who enjoys being part of building new services, building partnerships internally and externally and working with diverse communities
The successful candidate will be responsible for:
Scheduling and coordinating clinics for multiple physicians/ residents/ fellows/allied health using Outlook, scheduling software and patient registration system
Greeting patients, answering patient queries and managing waiting room during clinic hours
Responding to phone, e-mail and fax inquiries, and other medical related administrative duties as assigned
Supporting outbound referrals as needed
Collecting and reporting clinic data (visits, referral source, etc)
Direct communication with patient’s primary care providers on an as-needed basis.
Prioritizing urgent tasks and requests from physicians
Coordinating and providing support for program development activities including scheduling meetings, coordinating materials, collection of data
Department of Family and Community Medicine
The successful candidate will be responsible for:
Prepare meeting material, supporting documentation, prepare/assist with presentations
Prepare meeting agendas, minutes, prepare/revise documents, prepare correspondence
Preparation and submission of regularly scheduled reports (eg. CEO reports)
Responsible for coordinating credentialing of DFCM physicians and coordinating academic appointments at the University of Toronto.
Update and maintain departmental policies and procedures
Administration of departmental invoices; data entry, log and deliver requests to Accounts Payable for processing, prepare/generate financial/cost centre reports
Manage calendar, schedule meetings, coordinate arrangements/correspondence, room reservations, catering, equipment as required etc.
Order and procurement of departmental supplies and equipment
Open and distribute mail
Qualifications/Skills:
Post-secondary degree or diploma in Office Administration, or recognized equivalent, or a combination of education and experience
Minimum of 3 years in administrative assistant role (academic or community hospital experience is preferred)
Excellent organizational, time management, and critical thinking skills
Demonstrate initiative by identifying issues or areas for improvement with resolution
Ability to communicate effectively with all levels of staff and maintain good relationships with administrative leaders, physicians, patients, hospital staff, stakeholders, external clients
Proven ability to multi-task, set priorities, problem solve, work independently and with various team members
Demonstrate advanced working knowledge of Microsoft Outlook, Word, Excel
Demonstrate ability to take initiative and act independently using sound judgment as well as accepting direction
Demonstrated experience in dealing with the public and patients in person, by telephone and e-mail in a courteous, pleasant and professional manner.
Tact and discretion in dealing with sensitive and confidential issues
Desire and ability to take on new and added responsibilities
Ability to maintain strict confidentiality
Knowledge of medical terminology is helpful
Qualified candidates are invited to submit their cover letter and resume (in one document) quoting 193182 to:
Human Resources
Sunnybrook Health Sciences Centre
Sunnybrook Health Sciences Centre is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.
Sunnybrook Health Sciences Centre is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.