Administrative Assistant – Chief of Medicine and Chief TBD

St. Joseph’s Health Centre is seeking a highly engaged and effective Administrative Assistant to support our Chief of Medicine and another Chief TBD. The successful individual will play a critical role in supporting these leaders and departments as they achieve the Hospital's Vision of Advancing the Health of Our Community by Being Canada's Best Community Teaching Health Centre.

The successful candidate will be highly motivated, have the ability to use critical thinking and sound judgment while being flexible in providing highly skilled support to both internal and external stakeholders. The ability to maintain a high standard of professionalism and confidentiality is essential.

Responsibilities:

• Facilitating meeting schedules and committee work within the departments;
• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
• Organizes, maintains and prioritizes schedule of Chiefs;
• Plans meetings, projects and conferences;
• Types agenda and minutes for all meetings;
• Arranges meetings, appointments, and interviews as requested, making arrangements for rooms, A/V equipment and catering as well as notifying attendees both inside and outside of the hospital;
• Responsible for monitoring and ordering office supplies as needed;
• Receives, collates and generates evaluation summaries or reports for relevant events or meetings;
• Creates, collates, maintains and provides technical support of shared electronic database(s) e.g. simulation session attendance and evaluation

Qualifications:

• Community College graduate of a recognized medical secretarial or office administrative program, or equivalent experience required. Secondary School Diploma required.
• Minimum 5 years of experience in a senior administrative role required, preferably in a healthcare setting.
• Advanced computer skills in MS Office (Outlook, Word, Excel, Power Point, E-Mail and Internet. Experience with MS project, MS Access, and financial and clinical applications an asset.
• Ability to accurately type 50 wpm, photocopier, printer and personal computer experience required.
• Working knowledge of medical terminology required.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Excellent written and verbal communication skills required.
• Excellent organizational, interpersonal, analytical, multi-tasking and problem solving skills required.
• Must have excellent attention to detail and be able to work under pressure.
• Must be able to work independently and as part of a team.
• Satisfactory attendance record.