Clinical Administrative Assistant

7 months ago

Kingston, Canada Queen's University Full time

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
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Job Summary
Reporting to the Clinic Manager, the incumbent performs administrative duties in support of the department and the Queen’s Family Health Team, including the coordination of predefined administrative processes and functions, advanced secretarial and support duties, financial tasks, interpretation and feedback, workflow coordination, and any other special function required by the department. Duties may vary widely depending upon department and current needs or projects undertaken by the unit.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Coordinate and oversee administrative processes between QFHT management and administrative staff. This includes team communications, coverage for physician absences, and clinical blocking in the Electronic Medical Record (EMR), coordination of special projects as required.
- Administer special programs or services, including program maintenance, managing resources and facilities, and providing assistance to patients and other staff as needed.
- Record and transcribe various committee and meeting minutes.
- Preparation of presentation, teaching and meeting materials for QFHT Management.
- Travel arrangements and registration for various conferences for administration personnel.
- Perform financial duties such as monitoring expenditures, preparation and reconciliation of budgets, Visa account transactions, verifying and processing claims, maintaining books, preparing audit reports, and completing general financial transactions.
- The generation of publications/newsletters. This involves the collection, assessment, organization and processing of information, usually entailing data entry and analysis, along with the production of information reports, and communication with interested parties.
- Organization and maintenance of files, including verification of accuracy.
- Undertake other duties or special projects as required in support of the health team or department.
- Provide support to other administrative and clerical positions as required.

**REQUIRED QUALIFICATIONS**:

- A two-year post-secondary program in medical office administration or business administration combined with several years of related experience in a medical environment and/or an office environment in an area of health sciences.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Communication and interpersonal skills are crucial to perform the many duties which require exchanges of information and ideas and the communication of data with many different individuals.
- Knowledge of medical terminology.
- Knowledge of and experience with working in an Electronic Health Record (EHR) system.
- Computer and office skills, including advanced database management, spreadsheet analysis, word processing skills, PowerPoint presentation development, and dictation. Ability to adapt to emerging technology.
- Knowledge of bookkeeping and accounting practices.
- Analytical, interpretive, and problem-solving skills. Ability to maintain composure in stressful situations.
- Project management skills.
- Ability to lead, support and motivate.
- Writing skills, and ability to condense and clarify information.
- Knowledge of university procedures, policies, and regulations.
- Organizational skills and ability to make efficient and effective use of time.
- Leadership and coordination skills.

**DECISION MAKING**:

- Decide when new information calls for further action, such as distribution or verification.
- Set priorities and decide which project requires the most attention.
- Determine appropriate method to use in the evaluation of data and/or compilation of reports.
- Determine when to redirect or delegate enquiries or requests to other staff.
- Resolve problems within guidelines referring only unusual situations to other staff.
- Determine account codes and budget allocations.

Employment Equity and Accessibility Statement

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