Executive Assistant Medicine and Academic Affairs

at  Holland Bloorview Kids Rehabilitation Hospital

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 8,500 families annually.
Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.
Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 8,500 families annually.
Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.
Holland Bloorview has won numerous awards including Greater Toronto’s Top Employers, Canada’s Top Employers for Young People and Canada’s Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

QUALIFICATIONS

• Minimum of 5 years senior medical administrative experience in a healthcare environment
• Graduate of a college program or equivalent. Medical Administration diploma an asset
• Experience updating curriculum vitae (CVs) information for physicians
• Able to work independently as well as possess a strong sense of “team” approach
• 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. Knowledge of advanced macros an asset
• 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 including virtual meeting set-up and administration (MS Teams and Zoom).

• Maintain, organize, prioritize workload for Physicians
• Coordinate and organize weekly inpatient Physician coverage schedule through email
• Input rounds, team and family meetings into Physician calendars
• Transcribe and edit reports and letters for Physicians as required
• 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
• 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, meals, 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