Executive Assistant

The Division of General Surgery in the Department of Surgery (DoS) is currently looking for a **full-time, permanent** Executive Assistant. Please see below for details.

Under the direction of the Division Head of General Surgery, the Executive Assistant is responsible to perform a full range of administrative and clerical support services in accordance with the Division’s goals and objectives.

**RESPONSIBILITIES**
The key administrative responsibilities are:

- Provide administrative support to the Division Head.
- Act as liaison between the DoS, Physicians, Administrative Assistants, Residents, external stakeholders and the public.
- Provide committee meeting administrative support: scheduling, attending, drafting agendas, circulating documents in advance and taking minutes.
- Initiate and facilitate physician privileges requests and maintain physician records.
- Monitor and send reappointment reminders to staff and organize reappointment interviews on behalf of the Division Head.
- Coordinate weekly Grand Rounds with internal/external speakers and distribute announcements.
- Schedule divisional activities, book conference rooms and survey attendance to generate annual MOCOMP letters.
- Generate and circulate weekly General Surgery activity schedule.
- Responsible for booking accommodations for the Research Day visiting professor.
- Prepare divisional reports by collecting updates and accolades from the membership.

The key financial responsibilities are:

- Bookkeeping in QuickBooks for all incoming and outgoing distribution of funds.
- Maintain all divisional financial reporting, cost centre oversight and management.
- Prepare and submit monthly Hospital On Call Coverage (HOCC) payments.
- Generate quarterly payments to staff and submit AFP fund summary to the DoS.
- Generate, send and monitor quarterly tithe invoicing to the membership.
- Provide financial reports.
- Collate annual income for Division members for the resource grid.

The key clinical responsibilities are:

- Creating and managing the on-call schedule and subspecialty call schedule, uploading to SharePoint and inputting in locating.
- Allocate and distribute OR and Endoscopy resources as approved by the Division Head. Track and reallocate any returned time.

**QUALIFICATIONS**
- Completion of post-secondary, preferably in a related field OR a combination of equivalent professional experience and training
- Minimum 2-5 years of administrative experience, preferably at a progressive senior secretarial/administrative/financial assistant level
- Accounting experience is considered an asset
- Knowledge of TOH policies such as the Confidentiality and Privacy
- Demonstrates strong initiative and innovative thinking
- Excellent computer literacy including MS Office Suite
- Demonstrated planning and execution skills in a multi-tasking environment
- Ability to work and thrive in a team environment.
- Written communication, proofreading and editing skills required to draft or generate correspondence or documents
- Strong interpersonal and verbal communication skills
- Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills
- Ability to work well with mínimal supervision
- Demonstrates initiative, tact and diplomacy
- Ability to handle highly sensitive and confidential information

**COMMENTS TO APPLICANT**
- The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process._

**Job Types**: Full-time, Permanent

Pay: $28.00-$40.00 per hour

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Executive Assistant: 2 years (preferred)

Work Location: In person