Administrative Assistant, Obstetrics & Gynaecology

Sinai Health; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A healthcare provider in Toronto is seeking an experienced administrative professional for a temporary full-time role. The position involves providing comprehensive administrative support to the Department of Obstetrics & Gynaecology at Mount Sinai Hospital. Candidates should possess strong organizational and communication skills, have a postsecondary degree or diploma in Office Administration, and be proficient in Microsoft Office. Ideal applicants will have at least 3 years of relevant experience in a teaching or health environment.

Qualifications

• 3 years of experience in a teaching/health environment including accounting.
• Knowledge of and experience with medical terminology.

Responsibilities

• Provide administrative support to the Head of Labour and Delivery.
• Coordinate bookings for caesarean sections and triage.
• Organize special projects such as retreats.
• Support research director with grant applications.

Skills

Proficient in Microsoft Word

Proficient in Excel

Proficient in Power Point

Proficient in Access

Proficient in Outlook

Time management

Excellent communication skills

Interpersonal skills

Education

Postsecondary degree or Office Administration Diploma

Equivalent training and experience

Job description

This is a Temporary Full Time assignment for up to approximately twelve (12) months.

Sinai Health is looking for an experienced administrative professional to provide administrative support to the Department of Obstetrics & Gynaecology at our Mount Sinai Hospital Campus. In this role, you will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities required for all divisions within the department. You will possess an excellent understanding of the issues facing a large, diverse and complex medical department in an academic teaching hospital, as well as demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills. You will work under the supervision of the Chief and Business Manager for the department. This position will also provide temporary back-up coverage of administrative duties for the Department Chief in the Assistant’s absence and all other duties as required

In this role you will:

• Provide administrative support to the Head of Labour and Delivery including booking OB group meetings and taking minutes
• Coordinate bookings for caesarean sections, induction of labour, and triage
• Coordinate late OB and ECV referrals and consults
• Provide administrative support to divisional heads including preparing committee agendas, attending meetings for minute taking, planning meeting requests, arranging travel itineraries and dinners for potential recruits, creating spreadsheets and charts, and assisting with procurement card reconciliation
• Assist with fund updates under divisional portfolios
• Organize, coordinate, and support special projects such as retreats and annual reports
• Support data analysis projects for the department as required by the Chief
• Maintain and update departmental and divisional websites
• Track departmental research grants and funding by division and update summary reports
• Assist with on call schedule changes and cross coverage as needed
• Support OR utilization data analysis and reporting for the Head of Gynaecology
• Assist with research abstracts and submissions
• Support the Research Director with grant applications and notices of award
• Develop schedules and book rooms for meetings and assist with conference room bookings
• Assist with planning departmental and divisional dinners and social events
• Coordinate Zoom and conference calls
• Assist with cheque requisitions and expense reimbursements
• Review daily mail and faxes and answer incoming telephone inquiries
• Perform other related duties and cross coverage for the Chief’s office as assigned

Job Requirements

Mandatory

• Postsecondary degree or Office Administration Diploma from a recognized educational institution.
• Applicants with proven equivalent and related training and experience may also be considered
• 3 years of experience in a teaching/health environment (to include accounting)

Preferred

• Knowledge of and experience with medical terminology

Skills and Knowledge

• Proficient in Microsoft Word, Excel, Power Point, Access, Outlook
• Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service
• Superior written/oral communication and presentation skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations.
• Excellent time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work.
• Demonstrated ability to make decisions, exercise good judgment, discretion and initiative when dealing with confidential information and/or in responding to inquiries.
• Demonstrated satisfactory work performance and attendance record.

If this sounds like you and you feel ready to build your career within administrative support, apply now and let us know why you’d be a great addition to our team.