Administrative Assistant

Monday to Friday; days (some early morning & late afternoon hrs, as required)

1. Post-Secondary Education or medical office administration program or equivalent 
2. Minimum 5 years of administrative experience, preferably within an academic health sciences centre 
3. Proficient key boarding skills (60 wpm)
4. Knowledge of health care administration, hospital policies and procedures, bylaws, emergency plans and hospital-wide programs
5. Demonstrated ability to develop systems that create efficient workflow and initiate, problem solve, prioritize and meet deadlines effectively
6. Demonstrated excellent computer skills in a variety of applications including Windows, MS Word, MS Access, MS PowerPoint, MS Excel, Taleo, KRONOS, and Management Information Tool, Basware, myHR 
7. Excellent transcription and minute taking skills
8. Ability to appreciate the confidential nature of the position 
9. Demonstrated excellence in effective communication and interpersonal skills within a professional environment 
10. Ability to work on own initiative, and judgment in assuming responsibility for routine matters and problem solving.
11. Excellent organizational, transcription and minute-taking skills
12. Ability to work effectively independently and within a team environment

Medical Affairs is responsible for overseeing the administrative aspects of the Medical, Dental and Midwifery staff (i.e. Professional Staff) and works closely with the Executive Vice President & Chief Medical Executive, and Department Chiefs.  Medical Affairs supports physician recruitment, appointment/reappointment (credentialing), resource planning/allocation, education/ communication within the hospital, physician leader remuneration, and on-call payments.  The department supports physician learners at McMaster University Faculty of Health Science (FHS), partnering closely with the leadership of FHS, including Post Grad and Under-Graduate offices, and working on mutually beneficial projects.

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact HR Services at , Ext for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

 

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note\: the circumstances around an employee's exit will be considered prior to an offer of employment

Proficiency in both Official Languages, French and English, is considered an asset 

If this position is temporary, selection for this position will be as per the outlined Collective Agreements:

  Article 30 (k), CUPE Collective Agreement Article 10.7 (d), ONA Collective Agreement Article b) (ii), OPSEU 273 Collective Agreement Article 14.04, OPSEU 209 Collective Agreement Article 2.07 and Article 13, PIPSC RT Collective Agreement

The Administrative Assistant for Medical Affairs is a highly organized and motivated individual who 
provides administrative and coordination support to the Medical Affairs Office and Medical Affairs Leadership. The Administrative Assistant has the ability to exercise good judgment in a variety of situations, maintain confidences while balancing multiple priorities including administrative support to the day-to-day operations, payroll, physician recruitment, physician leadership transitions, managing calendars, coordinating meetings/events, preparing various materials and documents, attending meetings and recording minutes, monitoring action items and developing related reports. The Administrative Assistant also provides support to the Medical Affairs specialists in physician clinical payments and project work.  The administrative assistant will be required to collaborate and build relationships with administrative assistant from other departments along with physicians, staff, managers, HR & OD, and external stakeholders.

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