Administrative Assistant, Neonatology and Pediatric Critical Care - Permanent Full-Time

POSITION SUMMARY

The Administrative Assistant is responsible for providing administrative support to the Divisions of Neonatology and Pediatric Critical Care.

MAIN RESPONSIBILITIES

• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
• Maintaining awareness of the clinical program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
• Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
• Submitting required information to support physician billing (if applicable)
• Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
• Supporting the administrative aspects of program’s academic and research mandates
• Preparing annual program summary reports
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Prioritizing incoming mail and documents and distributing appropriately.
• Photocopying, collating, faxing and distributing documents.
• Proofreading documents for grammar and spelling.
• Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
• Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• Maintaining both electronic and paper filing systems
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Ordering supplies as required.
• Performing other duties as assigned.

QUALIFICATIONS

• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Clinical terminology proficiency (Essential)
• Knowledge of medical terminology (Preferred)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction (Essential)
• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)
• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English and French) (Essential)

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.