Division Executive Assistant Ii Cardiology

4 weeks ago

Ottawa, Canada Department of Medicine Full time

**Division Executive Assistant II Cardiology**

**Description**

The Executive Assistant (EA) works under the direction of the Site Chief. The incumbent provides administrative support for the operational needs of the Division and the Site Chief. The Executive Assistant provides clinical and administrative support to the Divisional Physicians.

**Responsibilities**

This is not a complete list:

- Maintains Outlook calendar for the Site Chief. Ensuring all meetings, clinics, call coverage schedules and reminders are entered into the physician’s Outlook calendar.
- Coordinates meetings and assists with preparation of agendas, records minutes, books venue/ coordinates IT, and catering.
- Liaises with the Heart Institute, Faculty of Medicine at the University of Ottawa, Medical Affairs, OHRI, educational institutions, granting agencies, government organizations, drug companies and industry on behalf of the Site Chief.
- Assist in drafting, preparing, and sending/distributing correspondence, such as letters of support, evaluation letters, and communication to division members on behalf of the Site Chief.
- Supports Site Chief to develop and update all call schedules for physicians: tracks requests, updates schedules, and enters in online platforms.
- Prepares, organizes, and maintains a central filing system for the Division of Cardiology General Campus.
- Collects and arranges for delivery of mail, courier, and/or other items.
- Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
- Organizes functions for Division members such as holiday parties, farewells, etc.
- Serves as point of contact between leaders of high-volume referral sources (ER/CTU medicine) into specialty programs; develops and implements tools to collect and collate feedback on referrals to specialty programs from ER/CTU medicine; analyses data collected and reports to appropriate quality and operations leadership in the Division.
- Coordinates all divisional purchases.
- Receives all in-bound follow-up requests from outside MDs (eg from an in-patient unit / ER) and directs to the appropriate cardiologist and admin / cardiologist and specialty program support.
- Makes initial contact with the patient to facilitate pre-consult testing and the initial consult visit
- Assists and supports all newly hired Divisional physicians and administrative support staff, including but not limited to coordination of computer access, office space, position orientation, keys, etc.
- May be required to assist with the coordination of the annual appointments processes and the external review process for the appointment/reappointment of the Site Chief.

**Qualifications**
- 5-7 years previous related administrative experience
- Intermediate knowledge of MS Office Software, including Outlook, Word, Excel, SharePoint, Teams and PowerPoint.
- Experience working with databases.
- Excellent written communication, proofreading and editing skills required to draft or generate correspondence or documents.
- Preferred knowledge and/or experience with Hospital processes and policies as well as professional licensing bodies and associations.
- Experience coordinating meetings including preparing agendas, minute taking and dissemination, etc.
- Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills, as well as proven ability to meet deadlines.
- Problem-solving skills.
- Ability to work well with mínimal supervision.
- Ability to handle highly sensitive and confidential information.
- Proficiency in speaking and comprehending both English and French (Level B+) is required.

**Contacts**

**IMPORTANT NOTICE**: Support staff are employees of the hiring physician(s) or
Division. The Ottawa Hospital is the paymaster of our employees. Although our
employees have offices within the Ottawa Hospital, they are not employed by the
Ottawa Hospital.
The Department of Medicine is committed to the principle of equal opportunity in
its employment practices and to providing an environment free from
discrimination and harassment for all employees. The Department of Medicine
will, upon request, provide accommodations in accordance with the Accessibility
for Ontarians with Disabilities Act.

**Hiring organization**

**Employment Type**
- Full-time**Beginning of employment**
- ASAP**Duration of employment**
- Permanent**Industry**
- Healthcare**Job Location**
- General Campus, Ottawa, ON, Ontario, 501 Smyth Rd., Canada**Working Hours**
- 37.5 Hours per week**Base Salary**
- $28.321-$33.846**Valid through**
- February 6, 2024

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