The Division of General Surgery in the Department of Surgery (DoS) is currently looking for a full-time, permanent Executive Assistant. Please see below for details.
Under the direction of the Division Head of General Surgery, the Executive Assistant is responsible to perform a full range of administrative and clerical support services in accordance with the Division’s goals and objectives.

QUALIFICATIONS

• Completion of post-secondary, preferably in a related field OR a combination of equivalent professional experience and training
• Minimum 2-5 years of administrative experience, preferably at a progressive senior secretarial/administrative/financial assistant level
• Accounting experience is considered an asset
• Knowledge of TOH policies such as the Confidentiality and Privacy
• Demonstrates strong initiative and innovative thinking
• Excellent computer literacy including MS Office Suite
• Demonstrated planning and execution skills in a multi-tasking environment
• Ability to work and thrive in a team environment.
• Written communication, proofreading and editing skills required to draft or generate correspondence or documents
• Strong interpersonal and verbal communication skills
• Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills
• Ability to work well with minimal supervision
• Demonstrates initiative, tact and diplomacy
• Ability to handle highly sensitive and confidential information

The key administrative responsibilities are:

• Provide administrative support to the Division Head.
• Act as liaison between the DoS, Physicians, Administrative Assistants, Residents, external stakeholders and the public.
• Provide committee meeting administrative support: scheduling, attending, drafting agendas, circulating documents in advance and taking minutes.
• Initiate and facilitate physician privileges requests and maintain physician records.
• Monitor and send reappointment reminders to staff and organize reappointment interviews on behalf of the Division Head.
• Coordinate weekly Grand Rounds with internal/external speakers and distribute announcements.
• Schedule divisional activities, book conference rooms and survey attendance to generate annual MOCOMP letters.
• Generate and circulate weekly General Surgery activity schedule.
• Responsible for booking accommodations for the Research Day visiting professor.
• Prepare divisional reports by collecting updates and accolades from the membership.
• Screen, direct, and reply to telephone calls and email inquiries.

The key financial responsibilities are:

• Bookkeeping in QuickBooks for all incoming and outgoing distribution of funds.
• Maintain all divisional financial reporting, cost centre oversight and management.
• Prepare and submit monthly Hospital On Call Coverage (HOCC) payments.
• Generate quarterly payments to staff and submit AFP fund summary to the DoS.
• Generate, send and monitor quarterly tithe invoicing to the membership.
• Provide financial reports.
• Collate annual income for Division members for the resource grid.

The key clinical responsibilities are:

• Creating and managing the on-call schedule and subspecialty call schedule, uploading to SharePoint and inputting in locating.
• Allocate and distribute OR and Endoscopy resources as approved by the Division Head. Track and reallocate any returned time.