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Description
Job Summary
Reporting to the Department Head, the Administrative Assistant is responsible for providing academic administrative and clerical support to Queen’s University and Kingston Health Sciences Centre staff, residents, research staff and the other administrative support staff within the Department. These duties are carried out while collaborating with Queen’s University, Southeastern Ontario Academic Medical Organization (SEAMO) and the Kingston Health Sciences Centre (KHSC), as required.
KEY RESPONSIBILITIES:
• Coordinate and administer the fellowship programs – including but not limited to preparation of candidate files, arranging interview dates and time, liaising with the postgraduate office to arrange signing of contracts, immigration related issues, registration with various agencies (PG office, CPSO, CMPA, Queen’s HR, etc).
• Act as first point of contact for the department for staff, faculty and external inquiries, answering the telephone, taking messages, checking and responding to emails and directing calls, as needed.
• Serve as the departmental contact and liaison. Act as initial resource person between hospital and university departments having a broad knowledge of the different operations, policies and procedures of both institutions.
• Provide a variety of administrative support services, including, but not limited to, general office coordination, organizing meetings, preparing agendas, transcribing, and disseminating minutes. Sort and distribute incoming mail, prepare outgoing mail, photocopying/faxing, receiving courier deliveries. Organize office space moves, as needed.
• Update and maintain file system. Maintain office supplies and place orders as needed.
• Provide assistance to the Financial Administrator by assisting with maintaining accurate and complete financial recordkeeping for the department.
• Provide support for Departmental educational activities and daily operations, including but not limited to:
• Organize medical education and Faculty development sessions within the Department on an ongoing basis; correspond with product representatives, arrange catering, event set up and clean up, and complete invoices/follow up with payment.
• Help organize annual Alumni day, Visiting Professorship events and other educational events for department.
• Prepare and distribute materials for Journal Club and Visiting Professorships, including communication and organization of visiting presenters and industry representatives.
• Assist with booking accommodations, requisitioning honorariums and other related items for guest speakers.
• Maintain spreadsheet to track attendance at rounds and meetings.
• Provide support for Faculty with Postgraduate (residency and fellowship programs) and Undergraduate administrative roles, which may include but is not limited to:
• Liaison between the Department and Queen’s University Undergraduate and Postgraduate offices.
• Assist with preparation, scheduling, organization and coordination of various undergraduate and postgraduate teaching events.
• Assist with the planning and coordination of the clinic skills training for Undergraduate and Family medicine programs.
• Assist with preparing orientation packages for clerkship program.
• Provide additional administrative and secretarial support to Department of Ophthalmology Administrative office.
• Other duties as assigned.
Job Requirements
REQUIRED QUALIFICATIONS:
• Post-secondary education in a program in a related field, such as business/office administration or other.
• Minimum of 2-3 years of previous related experience and knowledge of basic office practices, computer skills or basic bookkeeping/accounting procedures, with previous office experience in a related area.
• Experience in a medical environment is considered an asset.
• Proficiency with Microsoft Office 365 (MS Word, Outlook, Excel, PowerPoint, Teams) is required.
• Knowledge of university and relevant hospital policies, procedures and processes is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
• Respects diversity and promotes inclusion in the workplace.
• Interpersonal and communication skills (both verbal and written) to deal with a diverse variety of individuals, in a professional manner and to provide clear and accurate information.
• Ability to maintain strict privacy, confidentiality and security of patient information.
• Organization and time management skills and an ability to juggle conflicting priorities and work under pressure with numerous interruptions.
• Excellent organizational, computer skills (Microsoft Office Suite, data processing and basic understanding of webpages), and office skills.
• Ability to deal with multiple demands with attention to detail and accuracy.
• Ability to work collaboratively with others in a team-oriented environment.
• Ability to problem solve in novel situations.
• Ability to work well within a multi-disciplinary team.