Administrative Coord

**Schedule**
Monday to Friday - 8:30 - 4:30 - HYBRID

**Education Level**
College Diploma

**Career Level**
Experienced ( non-Manager)

**JD #**:
00683

**Pay Grade**:
6

**Title**:
Administrative Coordinator

**Unit/Project Description**:
**About Us**

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers.

Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

**How We Work**:
We invite you to find out more about us here:

- ________________________________

This position provides support to the division of Developmental Pediatrics in the department of Pediatrics. This is a fast-paced academic medical setting. The division currently includes 8 Full-time faculty, associate physicians, 3 support staff, fellows, residents, students, research staff along with an accredited (Royal College) subspecialty training program.

To be successful in this position, you must have strong organizational, interpersonal and communication skills; relevant experience supporting multiple individuals and liaising with varied allied health care teams in an ambulatory setting.

**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 maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures
Update and maintain information on websites
File, retrieve, and purge files.
Monitor and order office supp