Administrative Assistant II

at  University Health Network

COMPANY DESCRIPTION

The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

JOB DESCRIPTION

Union: Non-Union
Site: TGH / Toronto General Hospital - 200 Elizabeth St, Toronto, ON M5G 2C4
Department: Cardiology
Reports to: Medly Program Lead and Director Research
Work Model: Hybrid
Grade: A0:06
Hours: 37.5 hours per week
Salary: $24.10 - $30.12 per hour.
Shifts: 5 shifts per week; Monday-Friday
Status: : Temporary Full-Time (12 months)
Closing Date: June 30, 2024

POSITION SUMMARY

As a member of the Medly and Ted Rogers Centre for Health Research team, the Administrative Assistant supports the administrative, clerical and coordination functions of the Program. Working closely with the Medly Program Lead (NP) and the Research Director, the Administrative Assistant II ensures smooth operations for the program, supporting the Medly team in the delivering the program at UHN and in community-based settings.

QUALIFICATIONS

• Community College Diploma in General or Medical Office or equivalent Administration
• 2-3 years related experience.
• Knowledge and experience with heart failure patients and families a definite asset.
• Proficient in computer software - Word Suite, DocuSign.
• Experience working in Epic and with Epic workflows for referral management, adding and scheduling functions, supporting clinic administrative operations.
• Strong organizational and time management skills.
• Excellent decision-making and problem-solving skills.
• Excellent interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to cultivate and build relationships.
• Able to adapt to a constantly changing environment that requires ongoing revaluation of priorities.
• Demonstrated ability to use good judgment in assessing difficult situations.
• Able to work collaboratively within a group setting and independently.
• Experience with remote management of heart failure care a definite asset.
• Experience working with community health providers preferred.
• Knowledge of Indigenous communities or experience working with First Nations, Métis or Inuit people is a definite asset.
• Cultural safety training is required and will be provided upon hiring if not yet obtained.

• Ensures efficient operations for Medly program (e.g., requisitions office/lab supplies; ensures tracking of Medly materials and maintenance of office equipment).
• Follows Medly Program and team’s clinical procedures and may recommend changes in work processes but can only modify own work processes. Maintains filing systems and monitors efficiency. Updates work manuals for Medly Program and own area.
• Composes and edits correspondence and documents using various software.
• Coordinates travel and clinical scheduling requirements for community-based clinics, supporting onboarding of patients into Epic and Medly Program, preparing and tracking documentation and other team requirements.
• Coordinates mass mailings using mail merges. Prepares presentations and handouts using established content. Maintains and updates databases specific to the department.
• Performs routine budgetary support functions: reconciles financial statements and notifies appropriate staff of variances for follow up. Files supporting documentation for audit purposes. Budget impact is indirect through record keeping, data entry.
• Administers/monitors billing procedures and financial transactions such as invoicing, lab supplies, sub-contracted agreements, cheque requisitions and expense tracking/reporting. Files supporting documentation for audit purposes.
• Coordinates department meetings by booking the room, organizing materials for participants in advance, taking minutes and following up on action items. Prepares and distributes meeting agenda with participant input.
• May coordinate onsite established events including marketing, registration, catering, technology and speakers.
• Proactive and independent management of calendar. Responsible for booking and making adjustments to electronic schedules as needed due to absences, appointment conflicts, emergencies, etc. with increased scope of impact due to level and greater number of contacts.
• Participates in refinement of the Medly program as appropriate.