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Efficiently schedule meetings, book space and support meeting preparation,
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Identify and manage scheduling conflicts, demonstrating sound judgment and knowledge of respective program issues and priorities
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Support activities and follow up for key meetings (e.g. track items for agendas, prepare agendas, coordinate materials, take and distribute minutes, etc.)
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Coordinate microbiologist on call functions, including preparation and distribution of monthly schedules
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Support the coordination of key departmental events (eg Accreditation Canada Diagnostics (ACD) accreditation, Departmental review meetings, educational sessions.
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Coordinate patient and other visitor appointments; greet and support as required.
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Greet and direct clients and partners within the department
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Answer, screen, prioritize and forward email/phone inquiries to the microbiologists to appropriate team members in a timely manner, or respond to clients as directed
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Support document filing, maintenance and distribution functions for the microbiologists
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Create and maintain office filing system, retrieve files and other documents as required
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Maintain properly functioning dictation system for preparation of letters, documents, reports, etc.
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Review and manage incoming correspondence with discretion and tact (e.g. mail, incoming referrals, intra-and-inter-Hospital as well as University correspondence, etc.)
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Draft, proof read, format and disseminate key documents (eg Medical Service Bulletins, email invitations, letters of reference, presentations etc..)
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Support the updating of microbiologists CVs
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Scheduling
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Onboarding ( pre rotation invite with details, coordinating orientation, badges, IT access, invite to all relevant meetings, safety/lab orientation tour,)
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Coordinating teaching meetings (question of the week and room booking, touch point meetings)
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Trouble shooting
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Collating evaluation
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Support all OHIP billing
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Create OHIP files and submits billing on a timely basis
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Draft all emails regarding AEF deposits and HOCC payments for Microbiologists
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Prepare all HOCC quarterly requisitions
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Prepare quarterly end-of-residency cheque requisitions
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Administer and process payments through hospital accounts (Pro-Card)
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Coordinate travel reimbursements and transitions to appropriate team members for processing
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Coordinate routine program purchases (e.g. office supplies, end of year gifts, etc.)
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Coordinate the processing of payroll for office employees as needed
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Successful completion of a college diploma in a related field from an accredited educational institution
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A minimum five (5) years of related experience in administrative support role supporting senior leadership; preferably working within a clinic/healthcare environment with exposure to medical terminology
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Applicants with equivalent recent and related training and experience may be considered
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Proficient in Microsoft Office: Word, Excel, Outlook, Powerpoint, etc.
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Proficiency with setting up video and audio conferencing through Zoom, Teams and other platforms as required
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Superior work ethic, professionalism, resourcefulness, dependability, reliability and diplomacy
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Maintains highest level of ethical standards and confidentiality related to patient information, personal health information, and other sensitive information/data
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Client focused with strong time management, organizational and self-planning skills; displaying flexibility by adjusting work schedule according to changing priorities, meeting demanding deadlines and producing high quality work
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Demonstrated ability to work collaboratively as a team member
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Excellent problem solving skills with the ability to prioritize competing demands
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Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential information and/or in responding to time sensitive inquiries, both clinical and academic/administrative
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Flexible with ability to work efficiently in a fast-paced, multitasking and dynamic environment
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Demonstrated satisfactory work performance and attendance history
