Administrative Coordinator
13 hours ago
At Southlake Regional Health Centre, we are seeking a highly skilled Administrative Assistant to provide exceptional support to our Director of Medical Administration and Academic Affairs, Department Chiefs, and Physician Leaders. The successful candidate will be responsible for ensuring efficient day-to-day operations by providing high-quality administrative support, maintaining up-to-date office systems, and managing workflow, schedules, and correspondence effectively.
As a key member of our team, the Administrative Assistant will provide confidential and time-sensitive administrative duties, often with competing deadlines. We are looking for a proactive and collaborative individual who can prioritize multiple tasks, manage their own workflow, and maintain a high level of attention to detail and quality.
Key Responsibilities
• Greet and assist members of the medical staff, hospital staff, and the public seeking services from Medical Administration
• Provide a connection between the medical staff and the hospital to optimize their satisfaction and experience in the hospital practice environment
• Assess and anticipate the needs of the Director/Managers/Physician Leaders, making independent decisions based on knowledge of current situations
• Prepare agendas, manage communications and materials, and follow up on outstanding action items
• Coordinate meetings and prepare high-quality, concise minutes
• Coordinate activities with Chiefs/Physician Leader external office involved in the physicians' practice
• Manage and maintain the Director, Chiefs, and Physician Leader administrative schedules
• Assist the Director with Physician Leadership Orientation
• Assist the Director with the development of Academic Affairs
• Support the organization, activity, and educational development of the medical staff
• Maintain electronic physician database (CMARS)
• Assist with the annual reappointment process
• Special projects as required
Qualifications
• 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 taker 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: dealing effectively with internal customers
• 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
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