Administrative Assistant

1 month ago

Toronto, Canada Sinai Health Full time

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

To support us on our journey, Sinai Health System is looking for an experienced and dedicated **Administrative Assistant **to the **Department of Medicine - Hematology/Oncology** at **Mount Sinai Hospital.**

As an Administrative Assistant you are adept, adaptable and a quick learner who is responsible for:

- Coordinating, scheduling and organizing a variety of appointments/meetings using Microsoft Outlook, with membership from both inside and outside the hospital, including national and international participants.
- Answering and directing telephone calls, fielding inquiries from patients, hospital management and medical staff, trainees and external parties. Act as the first point of contact between the program and internal/external stakeholders.
- Managing and maintaining the program director’s calendar, as well as their speaking and travelling arrangements.
- Maintaining and updating the program director’s professional CVs, Academic Dossier and Continuing Education record on various portals.
- Planning/coordinating of deparment events
- Patient referral coordination and new patient booking
- Medical Oncology Weekend Call Schedule completion
- Department communications
- Expense reporting and submissions as required
- Preparing and distributing any related meeting materials including agendas/minutes/information; booking rooms/equipment, arranging catering and set up of rooms etc; attending meetings and recording minutes as required.
- Preparing arrangements for internal and external meetings, conferences, teleconferences, luncheons, dinners, accommodation, transportation and travel.
- Preparing, collating, processing and compiling monthly and annual statistical, financial and other data for internal databases to generate spreadsheets and utilization reports for internal and external parties.
- Providing event planning and management support for the program’s various education initiatives.
- Managing other assigned projects including, planning, organizing and communicating on their progress as required.
- Organizing/maintaining filing system/records (tracking program volumes, invoices etc.)
- Performing other general office related duties (photocopying, ordering supplies, etc.)
- Providing OHIP Medical Billing Support.
- Providing support with research activities as is appropriate and required.
- Performing other duties as assigned.
- Job Requirements- Successful completion of a College or university diploma/degree preferably in office administration or a related field.
- Minimum 5 years of experience working in a large complex organization (hospital or university setting considered an asset) in a senior office administrative role; preferably reporting directly to a senior executive.
- Applicants with proven equivalent recent and related training and experience may be considered
- Demonstrated technical skills including proficiency with MS Office (Word, Excel, Powerpoint, Access, Outlook).
- Experience with Adobe Creative Suite and Desktop Publishing preferred
- Experience maintaining website content considered an asset.
- Proficiency with medical terminology an asset
- Demonstrated satisfactory work performance and attendance history.

ADDITIONAL QUALIFICATIONS:

- Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service.
- Excellent time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work.
- Superior written/oral communication and presentation skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations.
- Meticulous attention to detail and solid project management expertise.
- Demonstrated ability to make decisions, exercise good judgment, discretion and initiative when dealing with confidential information and/or in responding to inquiries.
- Strong analysis and problem solving skills to identify trends and resolve day-to-day staff, trainee and patient issues/concerns.
- Demonstrated ability to be self-directed and a team player; solid ability to function independently with mínimal day-to-day supervision or with a variety of individuals in a cooperative manner.
- Comfortable working with individuals at all levels of a corporate

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