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Administrative Coordinator

2 months ago

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

We are seeking a highly organized and detail-oriented Administrative Assistant to provide confidential and time-sensitive administrative support to the Medical Physics and Radiation Therapy Department at Southlake Regional Health Centre.

Key Responsibilities
  • Provide administrative support to the Drug Reimbursement Program and Stronach Regional Cancer Centre Quality and Safety administrative needs.
  • Ensure all deliverables or action required items are completed, reviewed, and submitted on time.
  • Prepare documents such as agendas, minutes, and related correspondence associated with meetings of assigned committees.
  • Book travel and accommodation for Managers and staff, as required.
  • Prepare work orders, assist in coordinating departmental repairs, prepare purchase requisitions, employee reimbursements, cheque requisitions, process invoices for payment, trouble-shoot financial issues with Purchasing Agents/Finance/vendors.
  • Post memos for staff.
  • Maintain departmental intranet pages.
  • Maintain/revise log of professional credentials for Radiation Therapy Dept.
  • Track/arrange staff performance reviews to meet Managers' performance target.
  • Coordinate onboarding and orientation access and documentation for new hires, job shadow visits, Radiation Oncology rotations for Medical Fellows and Residents.
  • Conduct/document departmental safety audit(s); submit work orders/emails; follow-up with Facilities/external vendors.
  • Maintain/post on Intranet up-to-date contact list of departmental staff.
  • Assist Radiation Safety Officer with scheduling/documenting radiation safety training, prepare/file documents required by CNSC, maintain log of visitors/workers to the radiation control areas, maintain incident logs, maintain authorized user list and assist in putting up required signs/postings.
  • Assign, document, distribute and collect personal dosimeters for Radiation Medicine Program.
  • Administrative oversight of Radiation/Medical Physics policies/procedures/protocols in electronic system, send for review, revise & send for approval, upload to Intranet.
  • Assist with Physics Residency Program: Gather evaluations, upload/download documents to/from Sharepoint website; liaise with University of Toronto Dept. Radiation Oncology staff regarding Physics Residency Program as required.
Requirements
  • Completion of a recognized post-secondary office administration program at the certificate level or equivalent required.
  • Minimum one year acute care related administrative support experience required.
  • Proficiency in working with Microsoft Office 365, Excel, PowerPoint, and Outlook required.
  • Ability to manage data to produce statistics, metrics, scorecards and reports required.
  • Knowledge of technology equipment to enable seamless functioning of video conferencing preferred.
  • Demonstrated, excellent communication, organizational and interpersonal skills.
  • Experience engaging with staff/physicians/volunteers including patient and family advisors.
  • Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to Southlake Regional Health Centre standards.
  • Adept in the use of technology to support the program functions.
  • Excellent verbal and written communication skills.
  • Excellent organizational and time management skills with strong multitasking ability.
  • Excellent interpersonal and customer service skills.
  • Ability to produce high quality work with attention to detail.
  • Ability to work well under pressure in a fast paced team environment.
  • Ability to use good judgement in assessing difficult situations with resourcefulness and strong problem solving skills.
  • Ability to anticipate the needs of others.
  • Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
  • Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
  • Ability to identify administrative problems and make recommendations to solve them.
  • Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
  • Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
  • Ability to perform the essential duties of the job.
  • Proven regular attendance record in previous positions.
  • Regular attendance is a requirement of the position.
  • Demonstrates understanding and complies with Southlake policies and procedures.
  • Fosters a safe and inclusive environment for all.
  • Commitment to providing the best possible experience for our patients and families as well as our staff and volunteers.
  • Models behaviour that is aligned with the values of Southlake Regional Health Center.
  • Always with compassion
  • Power of many
  • Serve with purpose
  • Every voice matters
  • Courage to think differently