Administrative Coordinator

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
35 hours per week, 7 hours per day, Monday to Friday, 8:30am to 4:30pm

**Education Level**
2 year Community College Diploma

**Career Level**
4 years of relevant experience

**JD #**

JD00683

**Pay Grade**:
6

**Title**:
Administrative Coordinator (Medical)

**Unit/Project Description**:

- For Department use only._

**About the Role**

The Division of Pediatric Surgery, within the Department of Surgery, is seeking an **_Administrative Coordinator (Medical)_** to join the team.

This role provides senior administrative support to a team of Surgeons and lead hand supervision to Medical Secretaries within the division.

The Administrative Coordinator (Medical) provides a high level of administrative coordination and support to Faculty members in their clinical,

education and academic roles.

The Administrative Coordinator (Medical) is a seasoned clinical administrative professional and oversees the day-to-day administrative functions

within the office. This individual is the main point of contact for administrative questions or concerns and provides direction and advice within the

division to achieve optimal operations.

**About the Department of Surgery**

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible.

We are a department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by

a creative mindset and powered by our people.

This Vision is based on 6 core tenets:
**C.R.E.A.T.E.**

Tenet 1: Building A Culture that Inspires

Tenet 2: Conduct Research that Impacts

Tenet 3: Educate, to Honour our Students

Tenet 4: Advance, Personally, Professionally and Globally

Tenet 5: Transform Patient Care

Tenet 6: Unleash surgical Enterprise as a mindset.

**Job Summary**:
Responsible for providing administrative support to an academic physician in a leadership position within a clinical, academic, and medical research environment which involves performing a full range of administrative duties and that requires a thorough understanding of University and hospital organization, functions, policies and procedures. Provides lead hand supervision to administrative staff within a division.

**Purpose and Key Functions**:

- Oversee established operational and administrative processes within the unit.
- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Schedule patient medical appointments and procedures.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Follow up on and ensure appropriate implementation of decisions made by supervisor.
- Negotiate a variety of contracts with outside agencies for conferences, furniture, supplies, and equipment repairs.
- Plan, coordinate, and deliver orientation sessions and training sessions to residents.
- Plan and coordinate interview schedules involving individuals internal and external to the department.
- Gather and compile information required for a variety of grant submissions and reports.
- Gather, compile, and prepare information including, but not limited to, patient information, billing codes, and patient diagnosis for health insurance submissions.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Process and reconcile clinical and third party service billings.
- Handle petty cash including the tracking and monitoring of related expenses and reimbursements.
- Compile and submit quarterly and monthly on-call and service payments for multiple physicians.
- Write a variety of documents such as correspondence and reports.
- Format, edit, and proofread a variety of documents and materials.
- Use a dictaphone to transcribe minutes and patient notes requiring knowledge of relevant medical terminology.
- Liaise with numerous University departments, students, external stakeholders and visitors.
- Search databases for patient diagnostic reports for physician and patient chart information.
- Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
- Organize conferences and events by ensuring that appropriate venues are booked, catering is provided, and notices and invitations are forwarded to participants.
- Conduct database, literature and web searches to locate and retrieve documents and articles.
- Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
- Set up and maintain filing systems, both electronic and hard copy.
- Update and maintain information in a variety of databases.
- Update and ma

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