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Title

Executive Assistant - Medicine & Academic Affairs 

Category Administrative and Clerical  
Req Number ADM-22-00018  
Open Date 6/7/2022  
Number of Openings 1  
Department Medicine and Academic Affairs Admin 

Work type Regular Full-time 

Grade Grade 4 ($26.80/hr to $32.03/hr) 

FTE

Posting Close Date None Specified 

Description

Executive Assistant Medicine and Academic Affairs

Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. This role provides executive level administrative support for two paediatric physicians; the Head of the Division of Developmental Paediatrics; University of Toronto and the Program Director; Developmental Paediatrics Subspecialty Residency Program. This role involves significant breadth, scope, and responsibility. This incumbent will act as an ambassador for the Medicine & Academic Affairs Team as well as Holland Bloorview.

Key Responsibilities

  • Maintain, organize, prioritize workload for Physicians
  • Coordinate and organize weekly inpatient Physician coverage schedule through email
  • Input rounds, team and other meetings into Physician calendars
  • Transcribe and edit reports and letters for Physicians as required
  • Support the administrative coordination of the Developmental Paediatrics Fellows program
  • Triage and facilitates prompt service to support Physicians in the daily care of clients and families
  • Works closely with other medical administrative staff and supports other Physicians as required
  • Maintain Canadian Common CV, academic CV and WebCV to ensure publications, external grants, presentations/ lectures talks, trainee supervision etc. is up to date and accurate
  • Navigates and updates the University of Toronto’s post graduate web evaluation and registration (POWER) tool as required
  • Complete day-to-day assignments, special projects, etc. within a specific timeframe, adjusting priorities and workload as required
  • Provide assistance and support to other staff when requested, i.e. completing special projects
  • Organize local and international meetings and conferences
  • Coordinate travel arrangements
  • Arrange meeting rooms, catering and audio visual and equipment services for meetings/training and events.
  • Establish and manage telephone conference calls
  • Coordinate internal and external events, information sessions and symposiums
  • Produce professional documents and presentations
  • Maintain an accurate and easily accessible filing system - both paper and computer based
  • Knowledgeable of legal requirements regarding the retention and release of information, and the archiving of information
  • Knowledgeable about the organization and acts as an information resource
  • Deals efficiently and effectively with emergency calls and situations
  • Prepares agendas, records and distributes minutes
  • Provide support for several internal and external committees
  • Participate on committees as requested and/or voluntarily as appropriate
  • Sources out goods or services based on review of specification requirements
  • Follow and support the organization’s policies and procedures
  • Enters payroll into Meditech as needed
  • Update websites and databases with predetermined content
  • Liaises with Information Systems, Finance and Human Resources
  • Other duties as assigned

Qualifications

  • Minimum of 5 years executive administrative experience in a healthcare environment
  • Experience working with physicians in an executive admin capacity with familiarity updating curriculum vitae (CVs)
  • Graduate of a college program or equivalent; Medical Administration diploma an asset
  • Able to work independently as well as possess a strong sense of “team” approach
  • Familiarity with post graduate web evaluation and registration (POWER) tools an asset
  • Able to work in a fact paced environment with frequent interruptions
  • A well cultivated critical thinker:
    • Raises vital questions and problems, formulating them clearly and precisely
    • Communicates effectively with others in figuring out solutions to complex problems
  • Proactive with exceptional project coordination skills
  • Strong organizational skills
  • High level of attention to detail
  • Significantly skilled with MS Office Products: Excel, Word Power Point Visio and Outlook able to:
    • Generate Excel spreadsheets with advanced formatting and filtering options
    • Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes
    • Produce impactful customized PowerPoint presentations
    • Use enhanced MS Outlook calendar management options
  • Ability to use and trouble-shoot with audiovisual equipment
 
About the Organization Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth with disabilities, medical complexity, illness and injury. All of our work is guided by our strategic plan, Transformative Care, Inclusive World: Holland Bloorview 2030. The plan: https://strategicplan.hollandbloorview.ca/

To get a glimpse as to who Holland Bloorview is, we invite you to watch the Dear Everybody, This is Holland Bloorview video. Video: https://www.youtube.com/watch?v=kbp-WhflXXo&feature=youtu.be

Holland Bloorview is committed to fostering a climate of inclusion, diversity, equity accessibility, and anti-racism (IDEAA). This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we seek to create an inclusive culture for our clients, families, research scientists, staff, participants, trainees, volunteers, trustees, and partners. To help in our journey towards fully reflecting the communities we partner with, we welcome and encourage applications from Black individuals and other racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQI2SA+ persons, and others who may contribute to further diversification of ideas within our community. Holland Bloorview is committed to fair assessment of a candidate's abilities, and consideration for diversity of thought, method, and experience, including non-traditional career paths.

In accordance with the Accessibility for Ontarians with Disabilities Act, accommodation will be provided throughout the recruitment process to applicants with disabilities. Please notify us of any accommodations that you require by contacting humanresources@hollandbloorview.ca or 416-425-6220.  

This position is currently not accepting applications.

To search for an open position, please go to http://hollandbloorview.appone.com



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