Divisional Assistant

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Job Summary
Reporting to the Division Chair of Respirology, the Divisional Assistant is responsible for providing administrative support to the Division Chair and will be responsible for the day-to-day operations of the Division of Respirology. The Respirology Divisional Assistant will also serve as a single point of contact for the Division in liaising with Division members, the Department of Medicine, other offices in the University, the Community and with the hospitals as well as with patients and their families. The Divisional Assistant will liaise closely with the Program Assistant, Geographic Full Time (GFT) clinical secretaries and other Divisional support staff.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinate catering orders.
- Coordinate the Central Referral and Triage Tracking system for Respirology referrals, including handling all correspondence (written, fax and telephone).
- Organize and participate in booking general/routine respirology referrals.
- Coordinate the Urgent Respirology/Fellow's weekly clinics, including scheduling, handling all correspondence (written, and telephone), booking relevant tests, and maintaining the office charts.
- Organize ongoing division meetings and other related meetings, including taking minutes, booking rooms and ordering catering as required.
- Maintain filing systems for administration, medical literature and any other Divisional material.
- Obtain and collate statistical data. Prepare ad hoc reports and perform background research as needed.
- Prepare the Divisional conferences and journal club schedules.
- Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits, and monitoring expenditures for the Division.
- Communicate on-call schedule to KHSC Switchboard and the Department of Medicine. Enter the on-call schedule into PCS.
- Assist with the scheduling of clinical assignments for the Division physicians across all Respirology Medicine program areas, including on call.
- Provide reception/telephone support for calls from patients and referring physicians, answering inquiries and providing appropriate direction within and outside the university/hospital while maintaining tact, diplomacy and professionalism.
- Type patient letters and summaries and fax prescriptions to pharmacies as needed.
- Keep track of Divisional Members outpatient clinic schedules, including work at Kingston Health Sciences Centre and Providence Care Hospital.
- Coordinate Respirology Clinic, arranging patients, maintain records and update list.
- Coordinate and keep records of Divisional Members vacation, conference attendance and time off.
- Organize any named lectureships.
- Organize and help administer any Division-related awards.
- Schedule Division members for rounds and educational assignments.
- Coordinate undergraduate clerkship program.
- Any other duties as assigned by the Division Chair.

**Support for the Division Chair**:

- Assist in scheduling meetings, maintaining and updating calendar as needed, keeping diary, booking travel.
- Liaise with Division Chair’s clinical secretary, as needed.
- Maintain account books and assist in keeping track of Divisional accounts.
- General organization and support.
- Any other duties as assigned by the Division Chair.

**REQUIRED QUALIFICATIONS**:

- Two-year post-secondary program with previous relevant experience in an administrative medical secretarial position.
- Knowledge of university structure and familiarity with teaching hospitals would be assets.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Promotes diversity and inclusion within the workplace.
- Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations to resolve.
- Customer service orientation.
- High degree of initiative and ability to work both independently and as part of a diverse team in a large department, which is closely integrated with the Kingston Health Sciences Centre.
- Attention to detail, organizational skills, ability to prioritize work and meet deadlines with frequent interruptions.
- Ability to learn new software as necessary and thrive in a dynamic work environment.
- Excellent interpersona