Administrative Assistant

6 months ago

Toronto, Canada Sinai Health Full time

Sinai Health is looking for an experienced administrative professional to provide administrative support to the Department of Obstetrics & Gynaecology at our Mount Sinai Hospital Campus.

**In this role you will**:

- Assist in the coordination of initial set-ups for new physicians and support staff (all related purchase orders).
- Organize, co-ordinate and participate in special projects (retreats, annual reports).
- Provide any required administrative support to various Division Heads (agendas, planning meetings, arranging itineraries and dinners for potential new recruits and visitors).
- Assist with reconciliation of Chief’s procurement card.
- Assist Chief’s Assistant with all transcription/reporting requirements (letters, memos, charts, tables, PowerPoint presentations, manuscripts, AFP points document).
- Assist with fund updates from Finance reports
- Perform OHIP billing and reconciliation for the fellows.
- Provide cross coverage as required (vacation/sick)
- Develop further spread sheets and charts detailing various scenarios for distribution of AFP funds.
- Oversee hospital on-call compensation calculations and distribution (HOCC).
- Assist with on call schedule changes (Team A and B)
- Assist with research abstracts and submissions as required.
- Develop schedules and room bookings for department meetings/assist with conference room bookings
- Assist with planning itineraries and travel arrangements as required.
- Assist in Clinician Investigator points calculation, collect publication and grant funding information to be considered for the points calculation
- Assist in practice OSCE zoom meetings, administer breakout session, move participants to an appropriate breakout session in Zoom
- Assist with the planning of departmental dinners and other social events.
- Support Merit Points Committee’s inquiries, prepare minutes of the Points Review Committee and other committees as required.
- Process Continuing Medical Education tuition payment reimbursement submitted by WIH, OBGYN and Paediatrics department
- Assist Emergency Fan Out list update - 2 times a year
- Prepare annual report for department as directed by Chief.
- Coordinate conference calls/set up zoom meetings as required.
- Assist with cheque requisitions and expense reimbursements as required for department
- Evaluation of daily departmental mail, faxes and answering incoming telephone inquiries.
- Perform other related duties as assigned.
- Job Requirements**Job Requirements**:
Mandatory
- Postsecondary degree or Office Administration Diploma from a recognized educational institution.
- Proven equivalent recent and related training and experience may be considered
- Minimum of three (3) years of recent and related experience (working in a teaching/health environment preferred) to include accounting

Preferred
- Knowledge of and experience with medical terminology

Skills and Knowledge
- Proficient in Microsoft Word, Excel, Power Point, Access, Outlook
- Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service
- Superior written/oral communication and presentation skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations.
- 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.
- Demonstrated ability to make decisions, exercise good judgment, discretion and initiative when dealing with confidential information and/or in responding to inquiries.
- Demonstrated satisfactory work performance and attendance record.

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