KEY RESPONSIBILITIES:
- Act as first point of contact for the department for staff, faculty and external inquiries, answering the telephone, taking messages 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 a filing system. Maintain office supplies and place orders as needed.
- Undertake financial duties such as submitting expense claims, purchasing supplies, processing invoices and monitoring accounts and budgets.
- Prepare regular and as needed reports, including budget statements for the Finance Committee or other stakeholders.
- Assist the Financial Coordinator by maintaining accurate and complete financial recordkeeping for the department.
- Support events management for various conferences, workshops, special projects and regular meetings.
- Provide support for Departmental educational activities and daily operations as needed, in collaboration with the educational assistant. These activities include but are not limited to:
o 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.
o Help organize annual academic days, Visiting Professorship events and other educational events for department.
o Prepare and distribute materials for Journal Club and Visiting Professorships, including communication and organization of visiting presenters and industry representatives.
o Assist with booking accommodations, requisitioning honorariums and other related items for guest speakers.
o Maintain spreadsheet to track attendance at rounds and meetings.
o Provide on-the-job training to others, as required.
o Maintain and update departmental website and social media.
- Provide support for Faculty with Postgraduate (residency and fellowship programs) and Undergraduate administrative roles, which may include but is not limited to:
o Liaison between the Department and Queen’s University Undergraduate and Postgraduate offices.
o Preparation, scheduling, organization and coordination of various undergraduate and postgraduate teaching events.
o Assist with the planning and coordination of the clinic skills training for Undergraduate and Family medicine programs.
o Prepare orientation packages for clerkship program.
o 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).
- Provide additional administrative and secretarial support to any other departmental activities as assigned by the Department Head.
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.
- 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.
- Respect diverse perspectives 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.
