Admin Assistant Physician
3 weeks ago
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
- 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
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