Admin Assistant

1 month ago

Toronto, Canada St Michael's hospital Full time
Admin Assistant - Physician, Pediatric Clinic Admin (Job ID: 4259)

This unique role in the Pediatric department combines a part-time Administrative Assistant position and a part-time Medical Education Coordinator position.

The primary role of the Administrative Assistant includes performing a broad range of essential administrative, secretarial and business support services for a group of physicians which includes physician billing support (providing word processing/typing services to meet the needs of the physicians; maintaining responsibility for coordinating and scheduling appointments, in a timely manner; providing administrative support for small and/or medium size meetings; maintaining electronic and/or paper filing system; performing financial responsibilities, within scope of authority, etc).

The primary role of the Medical Education Coordinator includes coordinating scheduling and onboarding of medical students, clerks, residents and fellows in the Pediatric department.

Duties and Responsibilities

  • Uses Microsoft applications and other relevant programs to type and develop correspondence and documentation, including letters, memos, reports, invoices, abstracts, etc., often of a confidential nature to support the activities of the manager and the department;
  • Creates and maintain staff, resident and medical trainee schedules.
  • Laisse with internal and external departments and institutions to support student programming, curricular and social events as well as student coordination.
  • Conceives of, plans, manages and coordinates orientations, curriculum implementation and education events. This includes establishing relationships with faculty to lead these programs; inviting them to teach sessions and negotiating student placements.
  • Supports the recruiting and tracking of tutors/preceptors/clinical instructors and patients for student rotations.
  • Coordinates all aspects of the student evaluations and examinations (confirming requirements are met; managing the exam schedule, recruiting examiners and patients, etc.)
  • Develops and evaluates quality improvement projects as it relates to student experience including but not limited to compiling student related data and feedback.
  • Collates and facilitate distribution of course materials and packages for students and faculty.
  • Organizes staff education and development as needed
  • Prepare and submit accurate OHIP and non-OHIP (IFH, Blue Cross, private insurance etc.) billing submissions, reconcile error reports, prepare RA reports etc.
  • Collects, complies, updates and provides basic statistical and/or financial information and other data to generate and prepare reports and other documentation, ensuring monthly reporting deadlines are met and all required reports are complete
  • Prepares financial reports, as needed, within scope of authority
  • Liaises with internal and/or external parties to send out invitation for individual and/or committee meetings, advising of meeting time and date, to determine availability/confirm attendance, in a timely manner;
  • Books appropriate meeting/conference rooms to accommodate all participants;
  • Prepares and distributes meeting agenda items to participants, on a timely basis;
  • Makes arrangements for catering, audio visual and other equipment/material (e.g., flip chart, etc.), ensuring equipment is set up in a timely manner for meetings and follows up with parties to ensure meeting runs smoothly;
  • Prints, photocopies ,orders and distributes required materials (e.g., agenda) prior to participant(s) arrival;
  • Attends meetings, as required, recording/taking, preparing and distributing minutes, as requested;
  • Follows up on the implementation of meeting decisions, as requested.
  • Manages, organizes and maintains the calendar/schedule for designated physicians
  • Schedules and confirms meetings/appointments; updates calendar with meeting/appointments information, in a timely manner;
  • Exercises some judgement to reschedule appointment, as required based on the manager(s) changing priorities, notifying parties of changes, in a timely manner;
  • Prepares requisitions to order supplies, within signing authority limit;
  • Prepares expense and verifies billing report for manager approval;
  • Completes appropriate requisition for cheque requests;
  • Coordinates and compiles quarterly performance report, ensuring objectives are updated;
  • Opens, sorts, prioritizes and distributes mail;
  • Performs cross functional and/or other responsibilities as assigned or required, including maintaining electronic and/or paper filing system.

Qualifications

  • Completion of a recognized Secretarial Arts/Administrative Assistant diploma program required;
  • Two (2) years' practical and related experience working in an fast pace environment required;
  • Excellent verbal and written communication skills required;
  • Excellent interpersonal and customer service skills required;
  • Excellent organizational and time management skills required;
  • Excellent problem identification and problem solving skills required;
  • Working knowledge of Microsoft Office applications required;
  • Ability to work independently and prioritize workload in a fast paced environment required;
  • Ability to work discretely with and protect confidential information required;
  • Ability to use good judgement in assessing difficult situations required;
  • Ability to produce high quality work in accordance with Hospital standards required.

Hours: Monday - Friday, Day shifts. Subject to change as per departmental needs.


This contract is until July 2025.


As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto's COVID-19 Vaccination Policy.

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