POSITION SUMMARY The Administrative Assistant is responsible for providing administrative support to the Divisions of Neonatology and Pediatric Critical Care.
MAIN RESPONSIBILITIES
- Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
- Maintaining awareness of the clinical program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
- Supporting the program with human resources processes for current CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
- Submitting required information to support physician billing (if applicable)
- Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
- Supporting the administrative aspects of program’s academic and research mandates
- Preparing annual program summary reports
- Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
- Making travel and hotel arrangements for staff and out-of-town visitors.
- Prioritizing incoming mail and documents and distributing appropriately.
- Photocopying, collating, faxing and distributing documents.
- Proofreading documents for grammar and spelling.
- Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
- Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
- Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
- Maintaining both electronic and paper filing systems
- Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
- Ordering supplies as required.
- Performing other duties as assigned.
QUALIFICATIONS
- Diploma in relevant field (Essential)
- Approximately 12 months of related experience (Essential)
- Clinical terminology proficiency (Essential)
- Knowledge of medical terminology (Preferred)
- Sound judgement, the ability to prioritize and adjust as required (Essential)
- Ability to anticipate needs, as well as plan and prioritize work. (Essential)
- Ability to take initiative and work independently with minimal direction (Essential)
- Ability to multi-task and complete tasks in a timely fashion; (Essential)
- Strong organizational skills (Essential)
- Detail-oriented (Essential)
- Discretion and a high degree of confidentiality; (Essential)
- Professional, effective, concise communication (both oral and written); (Essential)
- Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
- Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
- Criminal Record Check (Level 1) (Essential)
- Bilingualism (English and French) (Essential)
Should you require accommodation during any phase in the recruitment process, please contact Human Resources at
[email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.
📌 Administrative Assistant, Neonatology and Pediatric Critical Care - Permanent Full-Time (Ottawa)
🏢 CHEO
📍 Ottawa