Admin Assistant Department Family Health Team

2 months ago

Toronto, Canada Unity Health Toronto Full time

Reporting to the Senior Clinical Director, Primary and Community Care, the Administrative Assistant coordinates and supports the various education programs including, Undergraduate (medical students) Program (13+ students a year), Elective Medical Students, Residents, and Fellows, Postgraduate (Residency) Program (24+ residents per year), Faculty Professional Development Program, and The Quality Improvement Program.

This position requires a highly organized and detail-oriented individual who can manage multiple tasks, work collaboratively with team members, and provide exceptional administrative support to ensure the smooth operation of education and learner-related activities. This is an on-site position based at the St. Michael’s Hospital Academic Family Health Team location, 61 Queen St. East.

**Duties and Responsibilities**:

- Administrative Support for Education Department:

- Provide support to the Undergraduate Program Director at SMH FHT
- Provide administrative assistance to the Education Department, including scheduling meetings and preparing agendas
- Works collaboratively with the Uof T Undergraduate Program
- Assist in organizing educational events, workshops, and conferences, including logistics, registration, and communication with participants.
- Maintain and update educational materials, resources, and databases.
- Coordinate the distribution of educational resources and information to staff and learners.
- Utilize innovative IT solutions to optimization communication and scheduling efficiencies.

**Learner Coordination**:

- Support the coordination of medical learners (e.g., medical students) within the Family Health Team, including scheduling rotations, orientation, and learner accommodations.
- Organize, manage and track learner schedules, ensuring alignment with clinic operations and room availability.
- Serve as a point of contact for learners, addressing inquiries and facilitating communication between learners, preceptors, and other team members.
- Assist with onboarding and offboarding processes for learners, including the preparation of necessary documentation and access to resources.
- Room and Resource Management:

- Manage the booking of rooms and resources for educational sessions, meetings, and learner activities.
- Monitor and address room space challenges, ensuring that unanticipated learner needs are accommodated effectively.

**Communication and Collaboration**:

- Liaise with internal and external stakeholders, including the MD Program and Electives Office at UofT, clinical staff, and other department to ensure smooth coordination of education and learner activities.
- Overseeing facilitator recruitment for the Pre-clerkship Foundations Curriculum
- Collaborate with Interprofessional Education (IPE)
- Prepare and distribute communications, such as newsletters, announcements, and updates related to education and learner activities.
- Collaborate with the Education leads and Family Health Team members to identify and address any challenges related to education and learner activities.
- Attend DFCM Grand Rounds and Teachers’ Meetings, maintain attendance and provide CME letters to physicians/presenters

**Documentation and Reporting**:

- Maintain accurate records and documentation related to education and learner activities, including attendance, evaluations, and feedback.
- Assist in the preparation of reports, presentations, and other materials for education-related meetings and reviews.
- Ensure compliance with organizational policies and procedures related to education and learner activities.
- Collaborate and communicate effectively with clinic leadership, physicians, clinic staff and external stakeholders, providing support where required
- Effectively prioritizing work and facilitating clarification of priorities with Undergrad Education Program Director/manager, where required;
- Maintain accurate record of student supervision/teaching
- Maintain and update call schedule in SMH Locating system (WebX)
- Other duties as assigned.

**Qualifications**:
- Minimum of 2 years of progressively responsible secretarial/administrative experience in a healthcare setting required- Graduate of a recognized office Administration program- Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail
- Experience working with personal health information and ability to work with clinical patient information systems (e.g. PS Suite EMR, Ocean) is an asset- Excellent interpersonal and verbal/written communication skills.- Ability to work independently and to manage competing workloads.- Demonstrated ability to work co-operatively and in a team environment.- Ability to employ highly organized and systematic work habits- Ability to work independently and to manage competing workloads in a calm manner- Demonstrated initiative and is a self-starter- Demonstrated ability to problem solve and multi-task in a busy envir

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