Administrative Assistant

at  Western University

ABOUT US

The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and rich and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.
We aspire to be a medical community that sets the standard of excellence for patient care, research and learning.

QUALIFICATIONS

Education:

• 3 year Community College Diploma (University Degree preferred)

Experience:

• 3 years’ experience working in a customer service setting
• 2 years’ experience working in a medical education program setting

Knowledge, Skills & Abilities:

• Knowledge of the Department, University and LHSC policies and procedures preferred
• Knowledge of policies and procedures for The Royal College of Physicians and Surgeons (RCPSC), Professional Association of Residents of Ontario (PARO), Canadian Residency Matching Services (CaRMS), is preferred
• Knowledge of medical terminology with the ability to proofread and edit medical documents
• Familiarity with medical education, curriculum, accreditation and related licensing bodies preferred
• Knowledge of software applications used by Western preferred – Elentra, One45, Acuity STAR, video conferencing software and web-based programs, Cascades, PeopleSoft
• Excellent interpersonal and problem-solving skills
• Ability to take initiative and work collaboratively with academic and administrative staff
• Exceptional planning and organizational skills
• Ability to work on multiple projects concurrently within tightly prescribed timelines
• Flexibility to adjust quickly to new demands & conditions
• Intermediate skills in Microsoft Office Suite
• Excellent interpersonal, communication (both written and verbal)
• Demonstrated ability to attend work on a regular basis

The Administrative Assistant acts as the first point of contact and resource for current residents from the Department of Medicine and residents rotating through the Department of Medicine (DoM), as well as Faculty and visiting elective residents. The role acts as a key support to the Postgraduate Program Officer, Education Manager and Program Director to assist with the day-to-day operations of the unit and to assist in meeting the program/unit goals.
This position fulfills an extensive range of support for the department, including coordinating logistics for events and academic teaching sessions, scheduling meetings and coordinating the calendar for the Program Director, providing data analysis and reporting, coordinating schedules, and facilitating the internationally sponsored residents’ application, interview and job offer process. The Administrative Assistant provides back-up to the Postgraduate Program Coordinator in their absence.