Divisional Assistant

at  Queens University

ABOUT QUEEN’S UNIVERSITY

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
Come work with us!

JOB SUMMARY

Reporting to the Division Chair of Dermatology, the incumbent is responsible for providing administrative support to the Division Chair and will be responsible for the day-to-day operations of the Division of Dermatology. The Divisional Assistant will also serve as a single point of contact for the Division in liaising with Division members, the Department of Medicine, other offices in the University, the Community and with the hospitals as well as with patients and their families.

REQUIRED QUALIFICATIONS:

• Two-year post-secondary program with previous relevant experience in an administrative position.
• Knowledge of university structure and familiarity with teaching hospitals would be considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Promotes diversity and inclusion within the workplace.
• Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations to resolve.
• Customer service orientation.
• High degree of initiative and ability to work both independently and as part of a diverse team in a large department which is closely integrated with the Southeastern Ontario Health Sciences Centre.
• Attention to detail, organizational skills, ability to prioritize work and meet deadlines with frequent interruptions.
• Ability to learn new software as necessary and thrive in a dynamic work environment.
• Computer skills including use of a variety of software packages (particularly word processing and spreadsheet applications, online scheduling programs and web-based technology).
• Excellent interpersonal and communication skills (verbal and written) to interact with a diverse range of people in many contexts, including an ability to deal professionally and diplomatically with faculty, interprofessional team, staff, students, patients and their families. Ability to convey information in a clear and concise manner.
• Communicate with tact, diplomacy and adherence to strict confidentiality.
• Knowledge of bookkeeping and accounting practices.

• Act as the first point of contact for the Division, including screening Divisional email, fielding phone calls and greeting visitors, acting as a resource person to faculty, staff, students, residents and others on numerous matters of process, policy and direction. Initiate and/or prepare appropriate business correspondence, reports and e-communications to same.
• Perform day-to-day administrative tasks, including but not limited to, filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinate catering orders.
• Organize ongoing division meetings and other related meetings, including taking minutes, booking rooms and ordering catering as required.
• Maintain filing systems for administration, medical literature and any other Divisional material.
• Process and prioritize incoming and outgoing mail (including e-mail where needed) and referrals to Dermatology Medicine Program.
• Obtain and collate statistical data. Prepare ad hoc reports and perform background research as needed.
• Prepare the Divisional conferences and journal club schedules.
• Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits, and monitoring expenditures for the Division.
• Communicate on-call schedule to KHSC/HDH Switchboard and the Department of Medicine. Enter the on-call schedule into PCS.
• Assist with the scheduling of clinical assignments for the Division physicians across all Dermatology Medicine program areas, including on call.
• Provide reception/telephone support for calls from patients and referring physicians, answering inquiries and providing appropriate direction within and outside the university/hospital while maintaining tact, diplomacy and professionalism.
• Type patient letters and summaries and fax prescriptions to pharmacies as needed.
• Keep track of Divisional Members outpatient clinic schedules, including work at Kingston Health Sciences Centre and Providence Care Hospital. Involves intake of all patient consultations, arrangements for patients to be seen, maintenance of information, update list of information and dissemination of same to program members.
• Coordinate and keep records of divisional members vacation, conference attendance and time off.
• Organize any named lectureships.
• Organize and help administer any division-related awards.
• Schedule division members for rounds and educational assignments.
• Coordinate undergraduate clerkship program, including any lecture notes and materials for slides.
• Any other duties as assigned by the Division Chair.

Support for the Division Chair:

• Assist in scheduling meetings, maintaining and updating calendar as needed, keeping diary, booking travel.
• Liaise with Division Chair’s clinical secretary as needed.
• Maintain account books and assist in keeping track of divisional accounts.
• General organization and support.
• Any other duties as assigned by the Division Chair.