Admin Assistant

2 weeks ago

Toronto, Canada St. Michael's Hospital Full time

The Occupational Medicine Department sees patients with possible occupational or environmental diseases, for diagnosis and recommendations for management. The primary role of the Administrative Assistant - Occupational Medicine, includes performing a range of essential administrative, secretarial and business support services for the department, and providing secretarial support to the manager.

**Duties & Responsibilities**
- Utilizes knowledge of the manager activity to manipulate/update the manager schedule/calendar, ensuring the manager is kept aware of changes, in a timely manner;
- Provides administrative support for meetings, such as taking minutes and following up on the implementation of meeting decisions;
- Manages, organizes and maintains the calendar/schedule for designated managers;
- Collects, complies, updates and provides basic statistical and/or financial information and other data to generate and prepare reports and other documentation, ensuring monthly reporting deadlines are met and all required reports are completed;
- Liaises with the WSIB regarding client referrals, cases, status updates, report completion, statistics;
- Develops and produces regular and ad hoc reports, as requested;
- Prepares monthly financial report, within scope of authority;
- Prepares expense and verifies billing report for manager approval;
- Tracking and paying invoices through accounts payable for the Pulmonary Function Lab, Neurophysiology Lab, and others;
- Billing, tracking, validating and reconciling invoices for WSIB referrals;
- Liases with Finance Department and Accounts Payable regarding billing, and with the Payroll department regarding payroll issues;
- Liases with Human Resources to resolve queries.
- Other duties as assigned.

**Qualifications**
- Completion of a recognized Secretarial Arts/Administrative Assistant diploma program required;
- Two (2) years’ practical and related experience working in an fast pace environment required;
- Excellent verbal and written communication skills required;
- Excellent interpersonal and customer service skills required;
- Excellent organizational and time management skills required;
- Excellent problem identification and problem solving skills required;
- Strong knowledge of departmental practices, procedures and standards required;
- Ability to work independently and prioritize workload in a fast paced environment required;
- Ability to work discretely with and protect confidential information required;
- Ability to use good judgement in assessing difficult situations required;
- Ability to produce high quality work in accordance with Hospital standards required.
- As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment,_
**_ you will be required to provide proof of vaccination in Ontario QR Code format. _**:

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