Administrative Assistant

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**Job Summary**

Reporting to the Department of Surgery’s Departmental Manager and the Department Head, the Administrative Assistant will provide administrative support to the Department of Surgery, including the coordination of predefined administrative and financial processes and functions, and advanced administrative support duties such as event coordination. The administrative assistant will support both the Department Head and the Departmental Manager in this role. Duties may vary depending upon the current needs of the Department and projects undertaken by the various Divisions.

The incumbent must function with an exceptional level of accuracy, good judgment and efficiency.

**KEY RESPONSIBILITIES**:

- Coordinate the day-to-day operations of the main office of the Department of Surgery, including but not limited to, mail distribution, room and equipment bookings, purchasing office supplies, coordinating catering orders and other miscellaneous administrative tasks.
- Prepare and facilitate building maintenance requests by liaising with Kingston Health Sciences Centre.
- Respond to inquiries, research and synthesizing answers to questions, and solving administrative problems within guidelines.
- Draft sensitive and confidential correspondence for the Department Head’s review and signature.
- Provide administrative support to the Department Head by managing the Head’s calendar, screening, scheduling, prioritizing, arranging, rearranging, deferring appointments and meetings, preparing and distributing confidential correspondence, document reports and word processing, manage files and gather and compile data as required. Processing, screening, and directing all of the Department Head’s incoming and outgoing mail. Organize meetings hosted by the Department Head and welcoming visitors to the office.
- Perform financial duties in support of the Department, including ordering supplies and paying invoices. Assist with scanning and filing receipts for VISA reconciliation, and draft Hospitality requests to the attention of the Queen’s Health Sciences CFAO, as required.
- Prepare the Department Head for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner. Maintain an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensure the Department Head is properly prepared and briefed for meetings, ensuring that any necessary follow-up is completed. Arrange and coordinate travel and accommodation to national/international destinations in connection with administrative activities for the Department Head.
- Assist in setting up and maintaining accessible and extensive electronic and hard copy filing systems for all areas of university and hospital administration.
- Maintain the Department of Surgery databases and contact lists for faculty and secretaries; alumni and distribution listings; and organizational charts, faculty absences and tracking CME points and preparing confirmation letters when requested. Utilize and refine computer databases in order to maintain accurate and organized data.
- Assist in the KHSC Annual Reappointment documentation process for Medical and Dental Staff, troubleshoot and ensure that paperwork is submitted correctly and adheres to medical administration deadlines.
- Coordinate the submission of faculty annual reports, which includes organizing meetings between the Department Head and each faculty member, troubleshooting assistance with the online process, and the collection and compilation of reports and CVs.
- Coordinate the administrative aspects and organize special events for the Department, such as the annual Bruce Endowment Visiting Lectureship week, the annual Charles Sorbie Department of Surgery Faculty Research Day, the annual William Ersil Resident Research Day, the Dr. J. Hugh and Miriam McGuire Lectureship in Surgery, and other special events as assigned by the Department Head and the Manager. This includes inviting guests, advertising events, room reservations, organizing catering, dinners, and receptions, drafting Agendas, and distributing event materials.
- Maintain and update the Department of Surgery’s monthly Faculty Call schedule with KHSC Switchboard.
- Act as Department telecom representative, troubleshoot minor systems problems and provide technical support.
- Provide administrative support for the monthly Department Meetings, including sch