Administrative Assistant

2 weeks 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, Bridgepoint Active Healthcare, 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.

The Administrative Assistant will play a vital role in coordinating and managing various administrative tasks, facilitating effective communication, and ensuring the efficient operation of the leadership group. This position requires strong organizational skills, attention to detail, and the ability to problem-solve while working in a fast-paced healthcare environment.

**Responsibilities**:

- Understands and anticipates Physician-in
- Chief’s (PIC) priorities and needs to provide advanced and highly skilled administrative coordination in alignment with the portfolio’s needs
- Prepares and provides, in advance, documents and files required by the PIC for departmental and divisional meetings which include individual faculty meetings, committee faculty meetings, divisional external reviews, divisional search committees, joint departmental meetings (Sinai Health and University Health Network) telephone calls, etc.
- Maintains and manages the PICs curriculum vitaes as well as other academic and research reports
- Ensures the efficient day-to-day functioning of the office and exercises superior judgment in prioritizing and triaging tasks and in proactively organizing and leveraging the PICs time
- Maintains complex schedules ensuring conflicts are identified and managed demonstrating sound judgment and knowledge of portfolio issues and priorities; reviews and manages incoming correspondence with discretion and tact Manages projects for the PIC such as the creation of the Sinai Health DoM Chief Medical Resident Wall, the nomination process of the Order of Ontario by preparing and developing project related documents, gathers and analyzes project data
- Attentively manages and maintains confidential patient information, faculty information, Departmental strategic planning information, Committee and senior executive and faculty information and requests
- Supports the PIC with the management and coordination of all DOM divisional portfolio governance-related matters, including providing support for various Department of Medicine Committees and Subcommittees such as DoM Faculty Meetings, internal departmental executive committee meetings, joint departmental executive committee meetings, steering committee meetings,
- Efficiently schedules meetings, books space, tracks items for agendas, prepares agendas, coordinates material for distribution and records minutes for meetings, including committees for the PIC and members of the department
- Serves as a primary liaison with internal and external department, university and government stakeholders, which include members of UofT DoM Faculty leadership, such as the Chair and Vice Chairs, DoM Senior Faculty Leadership, Boards and Committee Members, ministries, managers in other health care organizations, etc.
- Independently prepares executive-level correspondence, letters, and agendas on behalf of the PIC ensuring accuracy and appropriateness
- Serves as the primary liason between Sinai Health and the University of Toronto for the credentialing of new faculty members with academic appointments as well as assisting existing faculty with university appointment requests
- Serves as a liason with Sinai Health and University Health Network for the credentialing of new faculty members with hospital appointments as well as assisting existing faculty with hospital appointment requests. This includes assisting incoming faculty (full-time, part
- time, temporary) with hospital clinical privileges.
- Attentively manages and facilitates the Sinai DoM Rapid Referral Follow Up Clinic Arrangements on a daily basis. This includes tracking patient referrals, collecting confidential patient information, such as tests, discharge summaries, etc., and forward all patient information on to the appropriate divisional clinic
- Maintains departmental faculty lists
- Promotes a collaborative work environment and supports colleagues as needed to ensure optimal Administrative Coordinator team functioning; provides coverage for team members as needed
- Performs other position related duties as required
- Job Requirements- Undergraduate degree in a relevant discipline e.g. Business Administration from a recognized educational institution
- A minimum of 5 years of previous experience in an administrative role supporting senior executives (C-level); preferably in a healthcare setting
- Proficiency supporting Board and Committee work, including but not limited to, logistic

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