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Administrative Coordinator
2 weeks ago
**Schedule**:
Monday - Friday 8:30 am - 4:30 pm
**Education Level**
College Diploma
**Career Level**
Experienced (non-manager)
**JD #**:
00683
**Pay Grade**:
6
**Title**:
Administrative Coordinator
**Unit/Project Description**:
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers,
and trainees whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world. We are proud
to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our
members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of
health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.
Our Vision: A brighter path for every child and their family
Our Mission: Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education,
learning, and advocacy. We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers
to improve healthcare outcomes. Our innovative work achieves global impact and enhances the well-being of all children and their families. We
support the welfare of our team members and engage with respect and accountability.
Values: We value compassion, collaboration, excellence, and innovation. We recognize it is our responsibility to create environments where all
people feel safe and supported.
- ________________________________
This position provides support to the division of Genetics in the department of Pediatrics. This is a fast-paced academic medical setting. The
division currently includes 5 GFT faculty, and 2 support staff, fellows, residents, students and research staff. In this role, you will support the clinical
activities of the division, liaising daily with patients/parents, the clinic, and multi-disciplinary clinical teams, along with various learners and
research staff. You will provide direct support to multiple, clinical faculty, including schedule support, meetings - minutes, RMA/OHIP billing;
reconciliation. You will be responsible for (establishing and) maintaining the various activity tracking databases required by the department of
Pediatrics and Faculty of Health Sciences (MACFACTS, Merit spreadsheet etc.) You will provide support to the Division Head and as lead hand,
will manage the workflow of the division.
To be successful in this position, you must have strong organizational and interpersonal skills and the relevant experience supporting academic
physicians. You will have experience with MACFACTS, Common CV, MOSAIC, EXCEL; administrative tasks associated with research and extensive
experience managing the calendars for multiple clinical faculty members, and with the McMaster Children’s Hospital Ambulatory clinic teams.
**Job Summary**:
Responsible for providing administrative support to an academic physician in a leadership position within a clinical, academic, and medical research environment which involves performing a full range of administrative duties and that requires a thorough understanding of University
and hospital organization, functions, policies and procedures. Provides lead hand supervision to administrative staff within a division.
- Oversee established operational and administrative processes within the unit.
- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Schedule patient medical appointments and procedures.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Follow up on and ensure appropriate implementation of decisions made by supervisor.
- Negotiate a variety of contracts with outside agencies for conferences, furniture, supplies, and equipment repairs.
- Plan, coordinate, and deliver orientation sessions and training sessions to residents.
- Plan and coordinate interview schedules involving individuals internal and external to the department.
- Gather and compile information required for a variety of grant submissions and reports.
- Gather, compile, and prepare information including, but not limited to, patient information, billing codes, and patient diagnosis for health insurance submissions.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Process and reconcile clinical and third party service billings.
- Handle petty cash including th
