Medical Affairs

**Department**:

- Administration

**Status**:

- Permanent Full Time

**Bargaining Unit**:

- Non-Union

Erie Shores HealthCare believes that we must recruit the best person for the job the first time and we promote ourselves as an employer of choice. The hospital has a culture of caring that makes us a hospital of choice for patients and the communities we serve. At ESHC we strive to develop a positive work environment where employees can work together, feel as if their skills are being used, are appreciated and maintain a solid work/life balance. We focus on a team approach that encourages open communication.

**Executive Assistant**

Reporting to the Medical Affairs Recruiter, the Executive Assistant is responsible to provide support and facilitate the efficient operation of the Offices of the VP Patient Services, Chief Nursing Executive (CNE) & Chief Of Staff (COS).

This includes providing proactive and timely administrative support for daily activities as well as special projects and other assignments as required. Duties include addressing all inquiries received, managing the schedules, and preparations for meetings involving internal and external stakeholders. The Executive Assistant is responsible for drafting correspondence and reports, preparing payroll, assisting with the policy and procedure library management, and other office functions. This role is responsible for providing coverage for the Executive Assistant - CEO, CFO & Board Governance during times of planned and unplanned absences and vice versa.

**Quality**
- Collaborate with executive team and coordinate complex calendar to ensure the proper flow of meetings and activities, book meeting rooms, take minutes and ensure agendas and materials are developed and distributed in a timely manner
- Provide administrative support to special projects
- Arrange conference and education registrations, business travel, accommodations and catering requests
- Process purchase requisitions, maintain and order supplies and ensure receipt of goods and services for office supplies
- Works collaboratively with internal stakeholders to coordinate the collection of information needed for external requests.
- Gathers information and documents required for responses to discovery requests and college investigations.
- Assists with the preparation and submission of the hospitals Quality Improvement Plan.
- Prepares, submits agenda packages and takes minutes for the Quality Council, Clinical Quality Assurance Committee and Incident Analysis Reviews.
- Supports uploading of policies and guidelines
- Supports coverage for Medical Affairs and vice versa

**Medical Affairs**
- Supports the Chief of Staff/Chair Medical Advisory Committee (MAC), senior and service-level leadership and individual physicians by serving as an internal consultant for information, interpretation, navigation, analysis and decision-making support related to the Erie Shores HealthCare (ESHC) by-laws, Professional Staff Rules, the Public Hospitals Act and the ESHC’s policies, programs and processes that together form the framework for Professional Staff administration;
- Supports the MAC and the Chief of Staff/Chair, MAC in the development and implementation of Professional Staff Human Resources Plan; funding proposals, agreements, and recruitment planning.
- Works to support operational readiness planning in areas impacting medical staff and facilitates communication with medical staff.
- Anticipates, identifies and facilitates resolution of issues pertaining to Professional Staff, in consultation with the Chief of Staff/Chair, Medical Advisory Committee;
- Supports distribution of communication between Medical Affairs and Professional Staff and other Centre managers and staff;
- Supports MAC and its subcommittees to ensure that the work of these committees is carried out in accordance with relevant legislation, by-laws, and Professional Staff Rules;
- Acts as liaison with external partners including but not limited to government, regulatory colleges and universities;
- Assists the COS/CNE/VP, in addressing matters related to complaints and disciplinary action;
- Leads and directs special projects and policy development related to Medical Affairs administration.
- Supports physician payments and submissions to external agencies as required.

**Qualifications**
- Minimum of five (5) years of administrative experience in a healthcare environment, ideally supporting Senior/Executive level parties.
- Post-secondary education in Administrative / Project Management or related studies. Bachelor’s degree preferred.
- Advanced proficiency with MS Word, Excel, PowerPoint, as well as Adobe Acrobat Writer, Visio, Report Writer
- Working knowledge and ability to use and host various on-line meeting platforms such as Webex, Teams and Zoom, conference centre calling procedures, conference software (gotomeeting) and use of audiovisual equipment
- Exceptional organization and time management skills in a f