Administrative Assistant
5 months ago
Women’s College Hospital is the first and only independent, academic, ambulatory care hospital in Ontario with a primary focus on the health of women. If you’re ready to be part of the future of healthcare, then you will want to join an institution in which the possibilities for creative innovation, breakthroughs in new thinking and groundbreaking work in academic ambulatory medicine are limitless. Women’s College Hospital is committed to patient safety as a key professional value and an essential component of daily practice.
Summary of Duties:
- Provide administrative support to the senior leaders
- Coordinate and schedule meetings within WCH and external
- Manage electronic calendar for the Head of the Department of Psychiatry
- Organize internal and external meetings, speaking engagements, retreats, social events and lectures
- Schedule and support monthly meetings (e.g. Medical Staff Meetings, Education, Research Quality Improvement, Equity and more,)
- Book rooms, order food, prepare draft agendas, notify guests, prepare minutes and follow up action items
- Coordinate travel arrangements
- Update and maintain Web CV
- Draft, edit, proofread, format documents, correspondence, grants and reports
- Collect data and prepare reports as required including: Strategic Report; Annual Review; 5 Year Review, etc.
- Assist in arranging weekly grand round presentations & guest presentation for medical staff meetings
- Support other committees as required (e.g. Equity, Diversity, Inclusion & Belonging (EDIB), Group Video Visit and more)
- Ensure distribution lists are current
- Prepare and submit invoices for payment
- Track and arrange payment of all bills and expense reimbursements
- Create budget plan for funding
- Facilitate purchase of products for the lab
- Monitor all faculty university and hospital appointments and reappointments
- Gather, track and submit documents in a timely manner
- Keep schedule of deadlines and ensure deadlines are met
- Understand variations in requirements, ensure appropriate documents submitted
- Main liaison with the University and Medical Affairs to ensure department is current with requirements, changes to the process, and policies
- Draft letters of support for academic appointments, gather/track/submit required documents and submit on behalf of applicant, main point of contact between applicants and UofT Academic Appointments office
- Keep current on WebCV, University policies and procedures regarding recruitment, appointments, promotions and Continuing Faculty Appointment Review (CFAR), inform
- Provide Strategic Communications the information about staff announcements, awards, media events etc.
- Distribute call for nominations for annual awards and collect packages for review committee
- Assist in arranging presentations
The responsibilities described above are representative and are not to be construed as all-inclusive.
Qualifications/Skills:
- An undergraduate degree required
- 4+ years proven experience providing support to senior executive/administrators in an academic or hospital environment
- Front line experience providing administrative support to committees including taking minutes
- Experience in planning and organizing events, including large scale events for both internal and external attendees
- Experience with Web CV and CV preparation for granting agencies
- Exceptional proofreading skills
- Must have initiative; diplomacy and tact; experience dealing with highly sensitive and confidential matters is required
- Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
- Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
- This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all
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