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Administrative Coordinator

2 months ago

Newmarket, Ontario, Canada Southlake Regional Health Centre Full time
Job Summary

The Administrative Assistant plays a vital role in supporting the Director of Medical Administration and Academic Affairs, Department Chiefs, and Physician Leaders at Southlake Regional Health Centre. This position requires a highly organized and detail-oriented individual who can provide administrative and organizational support to ensure the smooth operation of the office.

Key Responsibilities
  • Provide administrative support to the Director, Department Chiefs, and Physician Leaders, including managing schedules, coordinating meetings, and preparing high-quality minutes.
  • Assess and anticipate the needs of the Director and other leaders, making independent decisions based on knowledge of current situations.
  • Prepare agendas, manage communications and materials, and follow up on outstanding action items.
  • Coordinate activities with external offices involved in the physicians' practice.
  • Manage and maintain the Director's and Physician Leaders' administrative schedules.
  • Assist with Physician Leadership Orientation and the development of Academic Affairs.
  • Support the organization, activity, and educational development of the medical staff.
  • Maintain electronic physician databases.
  • Assist with the annual reappointment process.
  • Participate in special projects as required.
Requirements
  • Successful completion of a Medical Administration diploma or related discipline from a recognized Community College.
  • 3-5 years of recent secretarial or assistant experience at a senior level or equivalent combination of education and experience.
  • Demonstrated proficiency with MS Office, Excel, Word, PowerPoint, Outlook, Adobe, and database applications.
  • Proficient minute-taking skills with the ability to prepare high-quality concise minutes.
  • Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus.
  • Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and coordinate multiple and competing demands and deadlines.
  • Proven ability to handle sensitive and confidential issues and information in a professional manner.
  • Polished, professional interpersonal skills with the ability to work effectively in a team environment and with a variety of internal and external stakeholders.
  • Demonstrated individual leadership skills.
  • Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35.
  • Recent hospital administrative experience is preferred.