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Administrative Coordinator, Perioperative Services
3 months ago
Job Details
Open Date
- Jun :45:00 AM
Close Date - Jul :59:00 PM
Position Title - Administrative Coordinator, Perioperative Services, Permanent Full Time (1.0) / Coordonnatrice administrative, Services périopératoires
- Poste permanent à temps plein (1,0)
Posting Type - Non-Union / Non-Syndiqué
Posting Status - Active
Position Length - Full Time (1.0) / à temps plein (1,0)
Department Group
Hours per Week
Department
- Perioperative Services / Services périopératoires
Openings - 1
Education - College Diploma / Diplôme collégial
Company - CHEO
Location - Ottawa
Competition
Salary Range
- De $55,828.50 to/à $68,581.50 per year / par année
Union Position - No
Description:
MAIN RESPONSIBILITIES:
EA Admin support to Chief of Surgery:
- Provides advanced and highly skilled executive support services for the Chief of Surgery, working closely with other EA's to the VPs to coordinate support.
- Arranges meetings and maintains schedule of the Chief of Surgery (CoS) appointments and itinerary of coming events. Gathers and prepares meeting documentation as necessary.
- Plans and manages the CoS schedule, ensuring the most effective use of their time.
- Manages all communication and assess the nature/ sensitivity and takes appropriate action. Redirects and/or tactfully handles complaints and sensitive issues.
- Work closely to develop relationships with CoS to allow for proactive planning and anticipation of needs and priorities.
- Develops and implements high quality office procedures and practices that are in compliance with organizational policies and standards.
Portfolio Strategic Support:
- Maintains and monitors a work plan for the CoS objectives aligned to the hospital's strategic directions.
- Understands and anticipates the priorities and needs of the CoS and provides support, materials, advice and resets priorities or schedules appropriately.
- Prepares reports, presentations and other materials as required for CoS for various audiences included departmental team, executive team, and board committees.
- Coordinates special projects as required.
- Acts as a liaison, maintains open lines of communication and positive relationships with internal and external key contacts.
- Schedules meetings, tracks items for agendas, monitors workplan, prepares agendas, and coordinates materials for distribution for various committees and special events, as assigned.
- Attends meetings, records discussions and prepare minutes following meetings.
- Arranges education, conference registrations, travel and other logistics. Prepares expense reports as required.
- Other duties as assigned
Admin Coordinator support Periop Manager:
- Oversee/coordinate the work of other support staff as well as provide input into their performance appraisals and manage their coverage plans and vacation requests.
- Coordinate the process related to recruitment/selection, performance appraisal and attendance enhancement including all relevant HR documentation.
- Bring to the attention of the Medical Director/Manager any issues related to performance of support staff.
- Be aware of Collective Agreements between different Unions
- Research, retrieve, summarize and/or analyse information and/or material as assigned on specified topics, by surfing the web, CHEONet, reviewing literature, journals and/or publications etc.
- Photocopy, collate, fax and distribute documents. Proofread documents for grammar and spelling.
- Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
- Reconcile accounts on a monthly basis and provide monthend activity reports.
- Prepare annual departmental annual report
- Prepare documentation for expense requests, professional development travel claims including ensuring all relevant signatures are obtained
- Prepare draft agendas for meetings, transcribe and distribute minutes. Ensure appropriate follow up action on items as required.
- Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, BF systems, and confidential files.
- Supervise the ordering of office supplies as required
- May take the lead role in the planning of local, national, and/or international conferences/events by booking venue, scheduling /maintain speakers, ordering catering, audio visual equipment, registration, etc.
