[Hiring] Administrative Assistant @Mackenzie Health

Role Description

The Administrative Assistant, Medical Affairs supports the work of the Medical Affairs department by overseeing several processes and projects and serves as a key contact for external stakeholders. Reporting to the Manager of Medical Affairs, key responsibilities will include:

• Managing physician payments and departmental finances.
• Coordinating HOCC tracking and reporting.
• Supporting compliance with regulatory requirements.
• Administering the physician on-call program.
• Supporting physician leaders through meeting coordination and documentation.
• Providing high-quality administrative support to the Chief of Staff and the Manager, Medical Affairs.
• Coordinating and preparing agendas and supporting documents, recording and transcribing minutes for physician-led meetings.
• Drafting documents and preparing presentation material while ensuring accuracy and appropriateness of presentation formats.
• Creating, organizing, and maintaining an effective electronic file management system.
• Ensuring and deploying up-to-date technological office support systems and skills.
• Supporting all aspects of Professional Staff processes in a timely and accurate manner.
• Undertaking special projects.
• Providing support to the Medical Affairs Team as needed.

Qualifications

• Diploma in Business Office Administration, undergraduate degree in Project Management, Health Care Administration or Business Administration is preferred.
• Minimum 2 years relevant hospital experience, preferably in a Medical Affairs office setting.
• Proficiency in financial reports with expert-level skills in Microsoft 365 Excel and PowerPoint is required.

Requirements

• Superior communication skills, with the ability to develop and maintain strong working relationships across the Hospital.
• Ability to design, analyze, and prepare quality financial reports.
• A high degree of prioritization and independent work with a focus on detail and efficiency.
• Proficiency in ensuring compliance with Hospital, Ministry of Health, Ontario Health, and Broader Public Sector Procurement directives, policies, and procedures.
• Strong working knowledge of accounting practices and principles.
• Passion for continuous process improvement efforts.
• Experience with research studies.
• Ability to handle situations with tact and diplomacy, engaging stakeholders and using critical thinking and problem-solving skills while delivering superior customer service.
• Broader work and/or accountabilities may be assigned as needed.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Demonstrates behaviours consistent with Mackenzie Health’s Commitment to Caring.
• Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy.
• *You may be required to work at any site of Mackenzie Health.

Company Description

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Our hiring process does not involve the use of artificial intelligence (AI) to screen, assess or select applicants. We thank all applicants for their interest; however, only those under consideration for an interview will be contacted.