executive assistant
Posted on
October 03, 2024
by
Employer details
Ottawa Hospital Region and Imaging Associates
Job details
*Job purpose*
The Executive Assistant provides clerical support to the Head of the Department of Medical Imaging (DMI), The Ottawa Hospital (TOH) and may help provide clerical support to the Chair of the Department of Radiology Radiation Oncology and Medical Physics (DoR), Faculty of Medicine, University of Ottawa (uO). This position coordinates the administrative office of the clinical Department of the Head/Chair?s office and provides basic secretarial support to radiologists and scientists of the Department.
*Duties and responsibilities*
* Supports the Department Head / Chair?s professional activities, including but not limited to calendar and schedule management, meeting organization, compose / transcribe / distribute and manage general correspondences, report generation, organization of special projects as assigned, etc.
* Build and maintain strong working relationships with various administrative offices within The Ottawa Hospital such as Medical Affairs, Parking and Security as well as other clinical departments and divisions.
* Obtain, maintain, and update medical staff licensing with the College of Physicians and Surgeons of Ontario (CPSO) and the Ministry of Health.
* Obtain, maintain, and update privileges for physicians/scientific staff and fellows within TOH and all community partner hospitals.
* Collaborate closely with departmental support staff at all campuses to provide administrative support for Departmental activities, including but not limited to meeting coordination, screening / directing calls and visitors, responding / redirecting general inquiries electronically and in person, opening / sorting / redirecting and distributing mail, preparing and distributing agendas, minutes, presentations and other documents as required, organizing and maintaining departmental files, documents, reference material, maintaining and updating internal personnel files for physicians and scientists, coordinating and supporting recruitment, selection and onboarding processes for new physicians, supporting medical billing, maintaining stock of basic office supplies, etc.
* Perform work in accordance with the provisions of applicable provincial legislation and all applicable Ottawa Hospital and University of Ottawa, Corporate/Departmental Policies, Procedures and Terms of Reference.
* Purchase services and / or supplies to support program activities.
* Assume additional responsibilities as directed by the Head/Chair.
*Qualifications*
*Education:*
* Post-secondary diploma in office administration, executive level or equivalent combination of education and experience.
*Experience:*
* 5 years of experience as executive administrative assistant in a hospital setting or equivalent, with increasing responsibility, including performance of all aspects of office management.
* Onboarding of medical staff ie: privileges, CPSO procedures
*Knowledge:*
* Knowledge of hospital/department policies and procedures and administrative structure; knowledge of university structure, policies; knowledge of radiologists? partnership organization
* Bilingualism is an asset
*Soft Skills:*
* Excellent organizational, prioritization and time-management skills required to concurrently co-ordinate multiple activities and meet various dept. needs/deadlines while paying close attention to details
* Above average initiative and judgement.
* Ability to work independently with little supervision as well as part of a team.
* Ability to evaluate and refer matters to appropriate personnel.
* Ability to maintain a high level of patient and staff confidentiality.
* Excellent interpersonal and verbal communication skills required to interact with multiple diverse stakeholders.
* Excellent oral and written communication skills including proofreading and editing, required to draft or generate correspondence, documents, reports and presentations.
* Excellent problem-solving and decision-making skills required to deal with unexpected situations or issues.
* Customer
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LocationOttawa, ON
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Workplace information
On site
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SalaryNot available
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Terms of employment
Permanent employmentFull time
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Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9472826343
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