Administrative Assistant - Offices of the Director and the Chief & Director of Medical Affairs
Providence Healthcare
Toronto, ON
POSITION SUMMARY:
The primary role of an Administrative Assistant is to conduct the business support functions of the offices of the Director and the Chief and Director of Medical Affairs, Providence Healthcare Site. This includes providing administrative, clinical, organization and secretarial support at the Director level. This role requires daily communication both internally and externally to Unity Health Toronto. The role also includes facilitating meeting schedules and committee work arising from these offices.

MAJOR RESPONSIBILITES:
Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
Organizes, maintains and prioritizes schedule of Director and the Chief and Director of Medical Affairs;
Plans meetings, projects and conferences;
Types agenda and minutes for all meetings;
Collects and reports statistical information for reporting of quarterly and annual reports;
Performs other clerical duties such as filing: photocopying, faxing, and mailings;
Acts as the front line contact for internal and external customers who would like to make contact with the Directors;
Triages issues, and acts to achieve solutions prior to the Director becoming involved;
Assists with recruitment initiatives within the departments;
Prepares departmental payroll;
Oversees some accounts receivables and payables;
Ensure continuous medical coverage for the Hospital, Houses and 2 O’Connor 24/7 by maintaining an on-call schedule for nights and weekends as well as weekdays and creating and maintaining the physician vacation schedule;
Coordination and support of medical grand rounds;
Coordination of all aspects of medical staff on-boarding and off boarding;
Manage physician reappointment applications through CMARS registration on a yearly basis;
Act as liaison and coordinator for medical students and residents’ placements at PHC;
Provide administrative support to the physicians within the department of rehabilitative care as needed;
Completes other duties and special projects as assigned.

QUALIFICATIONS/SKILLS REQUIRED:
Graduate of a recognized Office Administration program or equivalent;
Minimum of five (5) years’ administrative experience;
Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems;
Excellent organizational, analytical, attention to details and problem solving skills;
Excellent communication (written & verbal) and interpersonal skills coupled with a strong customer service orientation;
Strong diplomacy skills;
Strong track record of establishing positive internal/external relationships;
Ability to multi-task and work well under pressure;
Familiarity with medical credentialing processes an asset;
Must have excellent attendance record and be able to work flexible hours.