Administrative Assistant, Microbiology

3 weeks ago

Toronto, Canada Sinai Health Full time

Sinai Health is looking for an experienced administrative professional to provide administrative support to the Microbiologists in the Microbiology department.

**About the Department of Microbiology**:
A collaborative laboratory operation between Mount Sinai Hospital and the University Health Network (UHN), The Department of Microbiology is recognized locally and nationally as a leader in microbiology. As a team driven by innovation, we are able to offer the full range of high quality microbiology services, from routine cultures and susceptibility testing to molecular diagnostic testing. New assays are continually being developed by our medical and scientific staff in response to clinical and research needs.

We are a prime reference center for both hospital and private sector laboratories. We offer state-of-the-art diagnostic services, methods development, research, and education.

**In this role you will**:

- Ensure efficient day-to-day functions for microbiologists
- Maintain Microbiologists schedule ensuring conflicts are identified and managed demonstrating sound judgment and knowledge of respective program issues and priorities
- Coordinate patient and other visitor appointments; greet and organize their needs as required.
- Maintain properly functioning dictation system for preparation of letters, documents, reports, etc.
- Review and manage incoming correspondence with discretion and tact (e.g. mail, incoming referrals, intra-and-inter-Hospital as well as University correspondence, etc.)
- Efficiently schedule meetings, book space and support meeting preparation (e.g. tracks items for agendas, prepares agendas, coordinates materials, takes and distributes minutes, etc.)
- Coordinate the processing of payroll for office employees
- Coordinate office financial accounts and cost centers:

- Handle all OHIP billing
- Create OHIP files and submits billing on a timely basis
- Prepare all HOCC quarterly requisitions
- Prepare quarterly end-of-residency cheque requisitions
- Administer and process payments through hospital accounts (Pro-Card)
- Coordinate travel reimbursements and transitions to appropriate team members for processing
- Coordinate routine program purchases (e.g. office supplies, end of year gifts, etc.)
- Create and maintain office filing system, retrieves files and other documents as required
- Assist with other duties related to the position as required/assigned
- Job Requirements**Job Requirements**:
**Mandatory**
- Successful completion of a college diploma in a related field from an accredited educational institution
- A minimum five (5) years of related experience in administrative support role supporting senior leadership; preferably working within a clinic/healthcare environment with exposure to medical terminology
- Applicants with equivalent recent and related training and experience may be considered

Skills and Knowledge
- Proficient in Microsoft Office: Word, Excel, Outlook, Powerpoint, etc.
- Superior work ethic, professionalism, resourcefulness, dependability, reliability and diplomacy
- Maintains highest level of ethical standards and confidentiality related to patient information, personal health information, and other sensitive information/data
- Client focused with strong time management, organizational and self-planning skills; displaying flexibility by adjusting work schedule according to changing priorities, meeting demanding deadlines and producing high quality work
- Demonstrated ability to work collaboratively as a team member
- Excellent problem solving skills with the ability to prioritize competing demands
- Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential information and/or in responding to time sensitive inquiries, both clinical and academic/administrative
- Flexible with ability to work efficiently in a fast-paced, multitasking and dynamic environment
- Demonstrated satisfactory work performance and attendance history

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