Divisional Assistant, Geriatric Medicine

Divisional Assistant, Geriatric Medicine

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Job Summary

Reporting to the Division Chair of Geriatric Medicine, the Divisional Assistant, Geriatric Medicine is responsible for providing administrative support to the Division Chair and will be responsible for the day-to-day operations of the Division of Geriatric Medicine. The Divisional Assistant will also serve as a single point of contact for the Division in liaising with Division members, the Department of Medicine, other offices in the University, the Community and with the hospitals.

**Job Description**:

**KEY RESPONSIBILITIES**:
Support the organization and operations of the Division of Geriatric Medicine:

fielding phone calls and greeting visitors, acting as a resource person to faculty, staff, students, residents and others on numerous matters of process, policy and direction. Initiate and/or prepare appropriate business correspondence, reports and e
- communications to same.
Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinate catering orders.
- Organize ongoing division meetings and other related meetings, including taking minutes, booking rooms and ordering catering as required.
- Maintain filing systems for administration, medical literature and any other Divisional material.
- Enters, retrieves and downloads data to generate a variety of reports; monitors and reports trends for various indicators.
- Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits, and monitoring expenditures for the Division.
- Communicate on-call schedule to KGH/HDH Switchboard and the Department of Medicine. Enter the on-call schedule into PCS.
- Assist with the scheduling of clinical assignments for the Division physicians across all
Geriatric Medicine program areas, including on call.
Provide reception/telephone support for calls, answering inquiries and providing appropriate direction within and outside the university/hospital while maintaining tact, diplomacy and professionalism.
- Type correspondence and fax paperwork on behalf of physicians as needed.
- Keep track of Divisional Members schedules, including work at Kingston Health Sciences Centre and Providence Care Hospital.
- Coordinate and keep records of Divisional Members vacation, conference attendance and time off.
- Assist Divisional members in collating their annual reports Organize meetings and preparation of materials related to Division members’ annual reviews. Take minutes at the meetings. Schedule Division members for rounds and educational assignments.
- Coordinate undergraduate teaching and clerkship program, including any lecture notes and materials for slides.
- Provide database support and collate materials for the development, monitoring and continuous improvement of the quality indicators for their Division and the Department/Program of Medicine.
- Assist in development of new processes, workflow and tools for organizing the virtual assessments of Memory Clinics, such as preparing instruction sheets or template forms.
- Support the administrative on-boarding of clerks / residents and other learners, such as ensuring they have access to all systems.
- Supports the development and implementation of learner protocol tools and service learning structures within the organization, such as tracking learner progress or developing new forms and templates.
- Post resources as directed to website.
- Any other duties as assigned by the Division Chair.

**Support for the Division Chair**:

- Assist in scheduling meetings, maintaining and updating calendar as needed, keeping diary, booking travel.
- Assist in development of written reports, publications and presentations to a variety of stakeholders, such as collecting and collating information, or formatting documents and presentations.
- Liaise with Division Chair’s clinical secretary as needed.
- Maintain account books and assist in keeping track of Divisional accounts.
- General organization and support.
- Any other duties as assigned by the Division Chair.

**REQUIRED QUALIFICATIONS**:

- Two-year post-secondary program with previous relevant experience in an administrative position.
- Knowledge of university structure and familiarity with teaching hospitals would be assets.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

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