Job Title

This is a temporary full-time contract for up to eighteen (18) months. The Administrative Assistant to the offices of the Medical Director of Quality and Safety and Hospital Medicine Division Head and Hospitalist Leaders will provide comprehensive administrative support to ensure the smooth functioning of the leadership across the health system. The Administrative Assistant will play a vital role in coordinating and managing various administrative tasks, facilitating effective communication, and ensuring the efficient operation of the leadership group. This position requires strong organizational skills, attention to detail, and the ability to problem-solve while working in a fast-paced healthcare environment. Responsibilities Administrative Support: Manage appointments, scheduling, meetings, and travel arrangements of the Division Head and members of the Hospital Medicine Executive Committee in activities associated with the Division Prepare and maintain documents, reports, meeting minutes, and presentations relevant to the Division, ensuring accuracy and confidentiality Coordinate and prepare agendas, minutes, and follow-up action items for meetings and committees Assist in budget preparation, financial tracking, dissemination of academic funds, awards and stipends, ensuring adherence to allocated resources Deposit funds into Divisional bank accounts (such as HOCC and academic funds), collaborate with Finance Department to ensure Divisional funds are monitored On-board new physicians, including hospital and university credentialing Ensure ongoing network, EMR access for divisional members Create, maintain and distribute Divisional schedules (i.e., Rotational hospitalist and monthly on-call schedules) and track clinical on-call and workload distribution among divisional members Provide administrative supports to members and leaders of the Division of Hospital Medicine Assist in invoice preparation and submission for activities related to the Medical Director of Quality and Safety Communication and Coordination: Serve as a liaison between the Division Head and various internal and external stakeholders, including hospital staff, physicians, patient/family partners, and external organizations such as Department of Family and Community Medicine, TAHSN (Toronto Academic Health Science Network), University of Toronto Handle incoming and outgoing communications, including phone calls, emails, and written correspondence, in a professional and timely manner Coordinate and schedule meetings, conferences and events, ensuring proper logistics and arrangements are in place Collaborate with other administrative staff such as those in the Medical Education Office, to ensure effective integration and coordination across departments to meet the Divisions academic mission Project Management: Support the Division in various projects, research initiatives, and quality improvement efforts Assist in the preparation and submission of grant and REB applications, regulatory documents, and other related materials Track project timelines, milestones, and deliverables, ensuring adherence to deadlines Support Quality and Safety projects at SH led by the Medical Director Support and assist in organizing annual Quality events such as the Quality Funding Competition and Quality and Safety Symposium Conduct research, collect data, and prepare reports to support decision-making and strategic planning Support SH QIP aims through supporting QIP projects and safety reviews Policy and Procedure Compliance: Maintain knowledge of hospital policies, procedures, and guidelines relevant to the Division Assist in the development and implementation of administrative policies and protocols Ensure compliance with applicable laws, regulations, and accreditation standards Confidentiality and Privacy: Handle sensitive and confidential information with discretion and maintain a high level of confidentiality at all times Adhere to privacy regulations and maintain strict confidentiality of patient information and other confidential information Perform other duties consistent with the job classification as required Job Requirements Mandatory Undergraduate University degree or equivalent Proven experience as an administrative assistant or in a similar role Preferred Additional education or certification in healthcare administration Proven administrative assistant experience in a healthcare, university or hospital setting Skills and Knowledge Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines Excellent and professional communication skills, both written and verbal Proficiency in using office productivity software (e.g., Microsoft Office suite, email, calendar management, scheduling apps and cloud drives) Strong attention to detail and accuracy in data entry, documentation, and record-keeping Ability to work independently with minimal supervision and as part of a team Demonstrated ability to maintain confidentiality and handle sensitive information with discretion Flexibility to adapt to changing priorities and handle multiple tasks simultaneously If this sounds like you and you feel ready to build your career within health care, apply now and let us know why youd be a great addition to our team. #J-18808-Ljbffr