Administrative Assistant

**Job Description**:
The Medical Affairs and Research Administrative Assistant will help to progress the organization’s Medical Education and Research portfolios, in support of the Accelerating Teaching and Research strategic pillar, through the management of day-to-day administrative requirements. The **Administrative Assistant **will support the Manager, Academic and Medical Affairs, and the Director, Research by serving as a primary point of contact for internal stakeholders, external requests, and program staff. The position will also provide assistance for the planning and execution of special projects in Medical Affairs, Research, and Medical Education and will also work closely with RVH’s Chief Research Scientist and the Medical Director of Education in support of these objectives.

**Education**:
I. Secondary School Diploma or Equivalent
II. Post-Secondary Diploma in Business, Office Administration, or applicable field

**Experience**:
I. Minimum of 3 years’ experience within the healthcare, business, or related sector; however, healthcare experience is preferred
II. Experiencing working with data sets, creating reports, web design/maintenance, and designing presentations, preferred
III. Experience in managing projects, timelines, and deliverables, preferred

Competencies:
I. Knowledge of academic, medical, and research terminology
II. Advanced computer skills and advanced knowledge of Microsoft Office, including Excel, PowerPoint and Outlook
III. Effective communication, interpersonal and organizational skills, and problem-solving abilities
IV. Forward thinking business management skills and acumen
V. Excellent time management skills with ability to prioritize, plan and multi-task while handling multiple projects
VI. Excellent facilitation skills
VII. Strong decision-making techniques

**Responsibilities**:
Processing Physician Payments
- Reconcile monthly inpatient shifts completed by Medicine physicians, through the Locator
- Process payments to Medicine physicians, based upon the monthly reconciliation
- Process monthly payments to Professional Staff leaders, including Chiefs of Department, Medical Directors, Division Heads, and other specialty leads
- Process Hospital On-Call Coverage (HOCC) payments to physicians across the organization. Collaborate with Finance to complete the yearly attestation, as required by the Ministry of Health
- In collaboration with the Manager, Academic and Medical Affairs, and Decision Support, reconcile the annual performance stipends for Medicine physicians

Administrative Support
- Provide administrative support to the Manager, Academic and Medical Affairs, Director, Research and other stakeholders in the daily operations of the departments
- Act as key communications contact department-wide
- Organize and prioritize daily schedules and calendars, including the coordination of all internal and external meetings
- As required, assist in coordination of student placements and affiliation agreements
- Assist with the scheduling and management of the Simulation Lab and other teaching facilities.
- Coordinate and assist with the development of the annual Teaching and Research Report, Quality Committee Report, Medical Advisory Committee (MAC) reports, and Chief Executive Officer (CEO) reports
- Assist the Director, Research, with reports, briefing notes, and other documents, as required for the Senior Leadership Team (SLT)
- Assist the Manager, Academic and Medical Affairs, and Director, Research with planning and preparation of budgets, including processing of Plexxus/COPHA requisitions
- Assist with completion, submission, and tracking of various special forms and documents, such as service portal requests, contract tracking, and incident management system tracking, among others
- Serve as the back-up for the Senior Administrative Assistant, Chief of Staff and Vice-President Academic and Medical Affairs, including the development of agendas, taking minutes, and sending invitations for committees such as the MAC, Medical Advisory Executive Committee (MEC), Research Council, and the Credentials Committee
- Communicate and promote staff appreciation and recognition programs, including Doctors’ Day, Physician Assistants Day, IGNITE Research Conference, Clinical Trials Day, etc.
- Coordinate and promote special events and social activities
- Perform such other activities/tasks that may be assigned by the Manager, Academic and Medical Affairs, and Director, Research