Administrative Assistant, Microbiology

Sinai Health System; Toronto; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established healthcare institution is seeking a dedicated administrative professional to join their Microbiology department. This role involves providing comprehensive support to microbiologists, managing schedules, and facilitating client relations. The ideal candidate will demonstrate exceptional organizational skills and a strong work ethic, ensuring efficient operations within a fast-paced environment. With a focus on collaboration and client service, this position offers an exciting opportunity to contribute to innovative microbiology services, making a meaningful impact in healthcare. If you are ready to advance your administrative career in a dynamic setting, this role is perfect for you.

Qualifications

• 5+ years of administrative support experience in healthcare preferred.
• Proficiency in video/audio conferencing tools.

Responsibilities

• Schedule and coordinate activities for microbiologists.
• Support document filing and maintenance functions.
• Coordinate educational rotations for residents/fellows.

Skills

Administrative Support

Time Management

Organizational Skills

Client Relations

Problem Solving

Confidentiality

Education

College Diploma in a Related Field

Tools

Zoom

Microsoft Teams

Job description

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Job Type

Temporary Full Time

Organizational Department

Sinai Health -> Mount Sinai Hospital -> Microbiology

Employee Group

Non Union

Location

Mount Sinai Hospital Campus - Toronto, ON M5G 1X5 CA (Primary)

Travel Requirement

Hours (subject to change)

37.5 Hours/Week, Monday to Friday, due to the time sensitive nature of the position additional and varied hours may be required

Salary Scale

Job Description

This is a temporary full-time position up to approximately twelve (12) months

Sinai Health is looking for an experienced administrative professional to provide administrative support to the Chief of Microbiology, and Microbiologists.

About the Department of Microbiology:

A collaborative laboratory operation between Mount Sinai Hospital and the University Health Network (UHN), The Department of Microbiology is recognized locally and nationally as a leader in microbiology. As a team driven by innovation, we are able to offer the full range of high quality microbiology services, from routine cultures and susceptibility testing to molecular diagnostic testing. New assays are continually being developed by our medical and scientific staff in response to clinical and research needs.

The Department of Microbiology serves as a reference center for both hospital and private sector laboratories. We offer state-of-the-art diagnostic services, methods development, research, and education.

In this role you will:

• Schedule and coordinate activities for the microbiologists and key departmental functions
• Efficiently schedule meetings, book space and support meeting preparation
• Identify and manage scheduling conflicts, demonstrating sound judgment and knowledge of respective program issues and priorities
• Support activities and follow up for key meetings (e.g., track items for agendas, prepare agendas, coordinate materials, take and distribute minutes, etc.)
• Coordinate microbiologist on call functions, including preparation and distribution of monthly schedules
• Support the coordination of key departmental events (e.g., Accreditation Canada Diagnostics (ACD) accreditation, Departmental review meetings, educational sessions)
• Coordinate patient and other visitor appointments; greet and support as required

Support client relations and collaboration with key partners

• Greet and direct clients and partners within the department
• Answer, screen, prioritize and forward email/phone inquiries to the microbiologists or appropriate team members in a timely manner, or respond to clients as directed
• Support document filing, maintenance and distribution functions for the microbiologists
• Create and maintain office filing system, retrieve files and other documents as required
• Maintain properly functioning dictation system for preparation of letters, documents, reports, etc.
• Review and manage incoming correspondence with discretion and tact (e.g., mail, incoming referrals, intra-and-inter-Hospital as well as University correspondence, etc.)
• Draft, proofread, format and disseminate key documents (e.g., Medical Service Bulletins, email invitations, letters of reference, presentations, etc.)
• Support the updating of microbiologists' CVs

Coordinate educational rotations for residents/fellows

• Scheduling
• Onboarding (pre-rotation invite with details, coordinating orientation, badges, IT access, invite to all relevant meetings, safety/lab orientation tour, etc.)
• Coordinating teaching meetings (question of the week and room booking, touch point meetings)
• Troubleshooting
• Collating evaluations

Coordinate office financial accounts and cost centers (billing and expensing):

• Support all OHIP billing
• Create OHIP files and submit billing on a timely basis
• Draft all emails regarding AEF deposits and HOCC payments for Microbiologists
• Prepare all HOCC quarterly requisitions
• Administer and process payments through hospital accounts (Pro-Card)
• Coordinate travel reimbursements and transitions to appropriate team members for processing
• Coordinate routine program purchases (e.g., office supplies, end of year gifts, etc.)
• Coordinate the processing of payroll for office employees as needed

Assist with other duties as required/assigned

Job Requirements

Mandatory

• Successful completion of a college diploma in a related field from an accredited educational institution
• A minimum of five (5) years of related experience in an administrative support role supporting senior leadership; preferably within a healthcare setting with exposure to medical terminology
• Applicants with equivalent recent and related training and experience may be considered

Skills and Knowledge

• Proficiency with setting up video and audio conferencing through Zoom, Teams, and other platforms
• Superior work ethic, professionalism, resourcefulness, dependability, reliability, and diplomacy
• Maintains highest level of ethical standards and confidentiality regarding patient and personal health information
• Client-focused with strong time management, organizational, and self-planning skills; flexibility to adjust work schedule according to priorities
• Ability to work collaboratively as part of a team
• Excellent problem solving skills with the ability to prioritize demands
• Ability to make decisions, exercise judgment, and take initiative with confidential and time-sensitive information
• Flexible and efficient in a fast-paced, multitasking environment
• Satisfactory work performance and attendance history

If you believe you are a suitable candidate and are ready to build your administrative career within healthcare, apply via the button below and tell us why you'd be a great addition to our team.