Medical Office Coordinator

4 weeks ago


Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

We are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative and organizational support to the Director of Medical Administration and Academic Affairs, Department Chiefs and Physician Leaders at Southlake Regional Health Centre.

The successful candidate will be responsible for ensuring efficient day-to-day support by providing high-quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules, and correspondence are managed effectively.

This includes providing a variety of confidential and time-sensitive advanced administrative duties, often within competing time frames. The Administrative Assistant will take a proactive approach and work collaboratively with other members of the team, prioritizing multiple tasks and managing their own workflow to ensure quality and efficiency.

The ideal candidate will have a Medical Administration diploma or related discipline from a recognized Community College, with 3-5 years of recent secretarial or assistant experience at a senior level or equivalent combination of education and experience.

They will be proficient in MS Office Excel, Word, PowerPoint, Outlook, Adobe, and database applications, with excellent communication (oral, written, and telephone) and interpersonal skills, and a well-developed customer service focus.

The successful candidate will also have proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and to coordinate multiple and competing demands and deadlines.

They will be able to handle sensitive and confidential issues and information in a professional manner, and have polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.

The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy, and prioritization of work in a team setting.

Key Responsibilities:

  • Greets and guides members of the medical staff, hospital staff, and the public seeking services from Medical Administration
  • Provides a connection between the medical staff and the hospital to optimize their satisfaction and experience in the hospital practice environment
  • Assesses and anticipates the needs of the Director/Managers/Physician Leaders and be comfortable with making independent decisions based on knowledge of current situations
  • Prepare agendas, managing communications and materials, and following-up on outstanding action items
  • Coordinate meetings and prepare high-quality concise minutes
  • Coordinates activities with Chiefs/Physician Leader external office involved in the physicians' practice
  • Manages and maintains the Director, Chiefs, and Physician Leader administrative schedules
  • Assists Director with Physician Leadership Orientation
  • Assists Director with development of Academic Affairs
  • Support the organization, activity, and educational development of the medical staff
  • Maintains electronic physician database (CMARS)
  • Assists with annual reappointment process
  • Special projects as required


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