Administrative Assistant

1. Post Secondary Education or medical office administration program or equivalent
2. Five to seven years related experience in a senior secretarial/administrative role
3. Excellent transcription and minute-taking skills
4. Ability to appreciate the confidential nature of the position
5. Demonstrated ability to develop systems that create efficient workflow and initiate, problem solve, prioritize and meet
deadlines effectively
6. Advanced computer skills in a Windows environment including Outlook, Word, Excel, Access, Powerpoint and
comfortable with learning new computer skills as required
7. Demonstrated excellence in effective communication and interpersonal skills within a professional environment
8. Excellent organizational and problem solving skills
9. Ability to work effectively independently and within a team environment
10. Medical Terminology is preferred

The Medical Affairs department is responsible for overseeing administration for Professional Staff at Hamilton Health Sciences. Medical Affairs works closely with the Executive Vice President & Chief Medical Executive, the Senior Medical Officer, and Physician Chiefs. Medical Affairs supports medical workforce recruitment, credentialing, resource planning/allocation, education, and communication within the hospital. The department supports medical learners at McMaster University Faculty of Health Science (FHS), partnering closely with the leadership of FHS.

The Administrative Assistant for Medical Affairs is a highly organized and motivated individual who provides administrative and secretarial support.  Key responsibilities include, but are not limited to, scheduling meetings, organizing and preparing agendas, managing calendars, credential support for both new and re-appointments, monthly billings and maintaining confidential personnel files. Flexibility to attend early morning or late afternoon meetings will be required. The Administrative Assistant will also act as a liaison for the Chief with members of other departments, hospital administrative staff and the university department.

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

This role is temporary until February 2027. 

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. This job posting is for an existing vacancy.

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 Human Resources 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