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Clinical Anesthesia Office Coordinator
3 months ago
Schedule: Monday to Friday, 8:00 AM to 4:00 PM
Education Level: College
Career Level: 2-3 years of experience
Department Overview:
Situated within the Faculty of Health Sciences, we are currently seeking applications for a full-time, ongoing position as an Administrative Assistant II. This role presents an exceptional opportunity for a skilled professional to contribute significantly to our department's Leadership team. Our core strength lies in our dedicated personnel, who are committed to achieving excellence in clinical anesthesia, pediatric anesthesia, critical care, pain management, research, and education.
Role Summary:
The Administrative Assistant II will manage a comprehensive range of administrative responsibilities that necessitate a solid understanding of established functions, policies, and procedures. This position involves setting priorities for general office operations and guiding others in executing their work tasks effectively.
Key Responsibilities:
- Establish priorities for overall office operations.
- Plan and coordinate various events and activities, including conferences, seminars, and workshops.
- Welcome visitors and manage inquiries in person, via telephone, and through email, responding independently to specific inquiries that require in-depth knowledge of established policies and procedures.
- Exercise discretion and judgment in screening visitors and calls, notifying appropriate personnel as necessary.
- Oversee budgets and reconcile accounts, completing financial documents such as travel expense reports, electronic cheque requisitions, purchase orders, and journal entries.
- Draft a variety of documents, including correspondence, procedure manuals, reports, and meeting minutes.
- Conduct research through databases, literature, and web searches to gather references and articles for various documents and publications.
- Provide policy and procedure information to staff and stakeholders.
- Compile and organize paperwork necessary for hiring and payment processes.
- Collect, verify, and input data into various spreadsheets and databases.
- Manage the calendars of supervisors and others, resolving any scheduling conflicts.
- Draft formal notes and records, such as meeting minutes.
- Update and maintain content on websites and social media platforms.
- Format, word process, edit, and proofread a variety of documents and materials.
- Apply standard mathematical skills to perform various calculations.
- Monitor and procure office supplies as needed.
- Source and obtain pricing information for office supplies and equipment.
- Establish and maintain filing systems, both electronic and physical.
- Classify, sort, and file correspondence, records, and other documents.
- Maintain confidential files and records in accordance with established policies.
- Handle sensitive materials appropriately.
- Assemble, copy, collate, and distribute various documents and materials.
- Manage incoming mail and faxes, and prepare outgoing correspondence.
Supervisory Responsibilities:
- Guide others in executing their work tasks.
- Ensure compliance with quality standards and procedures for temporary staff and volunteers.
Qualifications:
- 2-year Community College diploma in Office Administration or a related field.
- Requires 3 years of relevant experience.
Preferred Qualifications:
- Experience with REDCap or similar survey software.
- Experience managing multiple calendars.
- Familiarity with institutional policies.
