Administrative Assistant

**Job Number**:
J1124-0623

**Job Title**:
Administrative Assistant - Medical Affairs Office

**Department**:
Medical Affairs

**Job Type**:
Temporary Full Time

**Approximate End Date**:
March 29, 2026

**Job Category**:
Administration / Clerical

**Open Positions**:
1

**Date Posted**:
December 16, 2024

**Closing Date**:
December 23, 2024
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Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.

People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we value _Trust, Courage and Teamwork_. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

Position Summary
- The Administrative Assistant is responsible for providing administrative support to the Medical Affairs Office including the Chief of Staff, the Credentialed Staff Association Executive, and the Department Chiefs. The Administrative Assistant is the primary contact for the Medical Trainee Program and Credentialing/Privileging.

PRIMARY RESPONSIBILITIES:
Administrative support to the Medical Affairs Office:

- General oversight of access, utilization, tidiness, and supplies in the Credentialed Staff lounge, mailroom, and meeting room.
- Along with the Executive Assistant, maintenance of the Emergency Bin, monthly checks, batteries, stickers, code yellow response sheets
- Administrative support to human resources pool during Codes as described in relevant policies
- Scheduling meetings, preparing agendas, ensuring room or virtual availability, and distributing materials as directed.
- Providing administrative support to committees, as directed, including the Medical Trainee Education Committee, Credentials Committee, and the Credentialed Staff Association.
- Along with the Executive Assistant, providing administrative support to the ten Chiefs of Departments and CSA Executive for meeting agendas, scheduling, room or virtual meeting bookings, attendance and minutes.
- Provide documenting and scheduling support to Chiefs of Department(s) for annual performance reviews as needed.
- Preparing and distribution of general correspondence in addition to departmental filing
- Ensure that Department meeting minutes are forwarded for Medical Advisory meeting packages
- Ordering supplies, submits work orders to facilitate the smooth operation of the department
- Answers and directs inquiries as appropriate while referring inquiries to appropriate person in a timely manner.
- Updating Credentialed Staff files and databases, as required while arranging for required access and hospital orientation for community office staff of Credentialed Staff members.
- Along with the Executive Assistant, facilitate communication by maintaining and updating the Credentialed Staff web page and the Medical Affairs Team Sharepoint site.
- Updating knowledge regularly through available resources and maintaining relationships with appropriate colleagues in the administrative field.

Primary responsibilities related to the Credentialed Staff Association (CSA):

- At the request of the CSA Executive, preparing and distributing the quarterly CSA meeting agenda and preparing attendance sheets.
- Assisting the CSA Executive with minute preparation and distribution while providing meeting attendance records to Chiefs for development reviews, as required
- Assisting the CSA Rounds Coordinator with scheduling, preparing and distributing the annual Rounds schedule and facilitating weekly Rounds presentations.
- Assisting in the coordination of the Credentialed Staff Long Service Awards and Retention event.
- Liaising with Facilities and Environmental Services to maintain order and cleanliness of the Credentialed Staff Mailroom, and the Lounge in the EJ Wing.
- Posting on-call schedules and updating credentialed staff mailboxes, as required.

Primary responsibilities related to Credentialing/Privileging:

- Generating and maintaining credentialed staff files for review by the Department Chief, Chief of Staff, Credentials Committee, and Medical Advisory Committee.
- Preparing correspondence from the Medical Advisory Committee and the Board of Directors to credentialed staff.
- Preparing Credentialed Staff Summary Forms for the Credentials Committee, Medical Advisory Committee, and Board of Directors.
- Preparing and distributing notifications of new credentialed staff to the appropriate departments.
- Maintaining related updated materials and processes and providing the prescribed orientation to new credentialed staff.

Primary resp