Admin Assistant Physician

3 weeks ago

Toronto, Canada St Michael's hospital Full time
Admin Assistant Physician - Cardiovascular Surgery (Job ID: 4763)

The Administrative Assistant formally reports to the Clinical Leader Manager (CLM) while providing day-to-day administrative support to a physician, or group of physicians for the Division of Cardiovascular Surgery.

The Administrative Assistant coordinates the daily activities of the physician's academic office and coordinates with Clinical admin staff to ensure the smooth functioning of the physician's practice in a professional manner.

DUTIES & RESPONSIBILITIES:

Some combination of the following based on the priorities of the practice:

  • Providing administrative support to a group of Physicians
  • Accurate handling and preparation of OHIP billing forms
  • Organizing and scheduling appointments for busy physicians and their teams
  • Coordinating academic meetings and projects, locally, nationally and internationally
  • Answering, screening, and transferring phone calls
  • Maintaining and updating data base of appointments in coordination with the clinical team
  • Creating and maintaining an efficient filing system for active, pending, and processed referrals
  • Attending meetings, taking and typing of meeting minutes
  • Typing and providing assistance with the preparation of research documents, teaching materials for seminars/lectures, grant proposals/publications, and presentation materials
  • Maintaining and updating Web CV for the University of Toronto
  • Overseeing accounts receivable and payable functions for physicians Overseeing salaries for academic and research personnel
  • Preparing and distributing surgical documents as appropriate
  • Coordinating Medical Students and Observers
  • Providing basic office management and organization, maintaining an updated inventory of supplies and equipment
  • Booking travel and hotel arrangements, meeting rooms, and catering as required
  • Accurate transcription for correspondence for physician's office could include dicta typing
  • Other duties as assigned

QUALIFICATIONS:

  • Graduate of a recognized Medical Administration program, or equivalent executive administrative experience
  • Proficient computer skills with advanced knowledge of word processing, spreadsheet applications, graphic and desktop publishing software
  • Excellent interpersonal and communication skills, with an ability to clarify priorities amongst physician(s)
  • Preferred recent administrative experience in a fast-paced environment ordering supplies, filing reports, compiling statistical information, and faxing
  • Excellent attendance and performance records required
  • Accuracy and attention to detail when performing a variety of tasks is essential
  • Professional and consistent customer service skills
  • Ability to thrive in an environment that may require different activities to be performed on short notice

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. All internal candidates must be in compliance with Unity Health Toronto's COVID-19 Vaccination Policy. Please note, proof of vaccination must be QR Code format.

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