Job Description Summary of Duties, but not limited to:
- Provides executive support services including routine decision-making related escalation, delegation and access based on the priorities of the Vice Presidents.
- Proactively manage calendars, schedule appointments and undertake routine decision making related to escalation, delegation, and access based on priorities
- Assist with the workflow and meeting schedules.
- Organizes and supports the work of the Medical Affairs Office, including coordinating the privileging and credentialing process for physicians in collaboration with the Hospital Departments, the processes for observers, temporary privileges and the maintenance of physician records relating to credentials
- Supports and assists with the yearly physician reappointment cycle
- Maintains database of all physician appointments, resignations and appointment status changes and advises Departments of new and current appointments
- Provides administrative support for departmental external reviews and Department Head search committees
- Ability to prioritize and complete multiple tasks on time and at a high quality and to shift priorities quickly.
- Receives and responds to phone, email and in-person inquiries--providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Hospital on behalf of the Vice Presidents.
- Prepares, gathers, and relays confidential information and material on a regular basis.
- Reviews and prepares all materials submitted to the Vice Presidents including but not limited to correspondence, presentations reports, invoices, contracts, agreements, expense forms, purchase orders, funding requests noting issues for review and approval, ensuring timelines are met.
- Provides support to Committees by taking, transcribing and distributing minutes, preparing agenda packages, arranging meeting dates/time/rooms, contacting participants, and extensive follow-up on items as needed up to and including drafting annual reporting documents. Attends meetings to record minutes, as required.
- Coordination of workflow to meeting reporting and submission of deadlines both internal and external including supporting the budget process, quarterly and annual reporting requirements. Maintains an effective information management process.
- Knowledge and experience with physician credentialling and reappointment processes is preferred.
- Other duties as assigned.
Qualifications:
- Undergraduate degree in a related field.
- 5 or more years of experience supporting a senior level leader/executive is required. Experience supporting a senior leader/executive in the medical and/or health research field is preferred.
- Knowledge and experience with physician credentialing and reappointment processes is preferred.
- Experience with and knowledge of the Clinician Management and Reappointment System (CMaRS) is preferred
- Demonstrated advanced proficiency in technology tools including MS Office, MS Teams, Excel, SharePoint, Zoom.
- Advanced knowledge of Microsoft Office applications required.
- Experience working with spreadsheets and financial information, and developing reports, presentations and work plans.
- Must be detail-oriented with strong multi-tasking, analytical skills and problem-solving skills with the ability to thrive in stressful situations.
- Strong communication skills, both written and verbal.
- Ability to work independently and collaboratively as a member of a team.
- Well-developed time management skills with the ability to work under time constraints and meet tight deadlines, demonstrated ability to prioritize and function effectively in a very busy and dynamic environment.
- Ability to plan, organize and manage work with minimal supervision and complete a number of tasks simultaneously for multiple management staff.
- Ability to understand technical financial concepts, to act independently and take initiative required to resolve issues.
- Demonstrate commitment to maintaining strict confidentiality.
- Professional behavior and communication that meets the standards of the professional regulatory college or associates, as applicable, and the standards of Women's College Hospital.
- This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.
Women's College Hospital
