Hello,

The Department of Surgery is currently looking for a Full-Time, Permanent Administrative Assistant within the division of Thoracic surgery. Please see below for the details.

The employee will frequently interact with patients, Administrative Assistants, Surgeons, Trainees, Nurses, and other hospital staff. Under the general direction of the Division and the Surgeon(s), the employee is responsible to perform a full range of administrative/clinical support services. This will include but is not limited to:

Clinical Administrative Assistant Duties -

• Scheduling OR’s
• Updating and maintaining patient records
• Scheduling patient appointments (clinics and special tests)
• Screening incoming calls and emails
• Scheduling meetings
• Updating calendars
• Performing other administrative tasks as required for a clinical environment
• Divisional Executive Assistant Duties

Additional Temporary Duties -

• Coordinating all divisional meetings – Microsoft Teams invites, conference room bookings, catering, arranging audiovisual support when necessary, preparing agenda, distributing minutes, and following up on action items as required
• Coordinating and making appropriate arrangements for visiting physicians and/or professors
• Assisting with the preparation of presentations and divisional reports
• Assisting with the onboarding process for Physicians
• Assisting with managing the divisional on-call schedule, divisional master schedule, and OR schedule
• The main administrative liaison with the Department of Surgery Executive Office for divisional administrative requests

QUALIFICATIONS

• Completion of a High School Diploma
• Completion of a community college medical administrative/secretarial diploma program or equivalent experience
• Minimum of 2 years of experience as an Administrative Assistant within a clinical environment
• Strong knowledge of MS Word, Excel and Outlook and PowerPoint
• Knowledge of Adobe and EPIC is preferred
• Experience using Right Fax
• Excellent organizational, prioritization and time-management skills required to work independently in a very busy clinical environment
• Strong interpersonal and verbal communication skills
• Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills
• Ability to work well with minimal supervision
• Demonstrates initiative, tact and diplomacy
• Ability to handle highly sensitive and confidential information
• Ability to work well with others
• Bilingualism in French and English is an asset

COMMENTS TO APPLICANT

We wish to thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.

The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

Job Types: Full-time, Permanent

Salary: $24.46-$29.23 per hour

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Experience:

• Medical Administrative Assistant: 2 years (preferred)
• Epic EMR: 1 year (preferred)

Work Location: In person

Application deadline: 2023-05-26

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