Division Executive Assistant Ii Dermatology - Ottawa, Canada - Department of Medicine

Department of Medicine

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Division Executive Assistant II Dermatology

Description
The Executive Assistant (EA) works under the direction of the Division Head. The incumbent provides administrative support for the operational needs of the Division and the Division Head. The Executive Assistant provides clinical and administrative support to the Divisional Physicians.

Responsibilities

This is not a complete list:

Maintains daily schedule, arranges meetings, travel/accommodation, committee meetings, etc. for the Division Head.
Disseminate all pertinent information on behalf of the Division Head, Division of Dermatology and ensure all follow up is done in a timely fashion.
Liaise with Faculty of Medicine at the University of Ottawa, Medical Affairs, OHRI, educational institutions, granting agencies, government organizations, and industry on behalf of the Division Head.
Coordinates meetings and rounds and assists with preparation of agendas, records minutes, books venue, and catering.
Create and maintain the Divisional Physician On-Call schedule through Web MD and WebExchange.
Organize functions for Division members such as holiday parties, farewells, etc.
Process appropriate documentation for costs, accounts receivable/payable
Process stipends and honorariums for internal and external speakers/members as directed.
Coordinate division purchases: compile and submit expense claims
Prepares and compiles documentation associated with the National Capital Skin Disease Foundation.
Orders office supplies and maintains office equipment.
Assists Division Head with the recruitment of physicians.
May be required to assist with the coordination of the annual appointments processes and the external review process for the appointment/reappointment of the Division Head.
Works collaboratively within the Division of Dermatology to provide administrative support for special projects and divisional responsibilities, as required.
Coordinates clinic activities: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries.
Coordinates follow up appointments with patients after their clinical visits.
Track and collect results for diagnostic tests ordered by physicians.
Coordinate clinical notes and lab results for physicians review and direction.

Qualifications

57 years previous related administrative experience
Intermediate knowledge of MS Office Software, including Outlook, Word, Excel, SharePoint, Teams and PowerPoint.
Experience with Financial management software, experience with QuickBooks is an asset.
Experience working with databases.
Excellent written communication, proofreading and editing skills required to draft or generate correspondence or documents.
Preferred knowledge and/or experience with Hospital processes and policies as well as professional licensing bodies and associations.
Experience coordinating travel, accommodation, and expense claims.
Experience coordinating meetings including preparing agendas, minute taking and dissemination, etc.
Must have ability to multitask with an attention to detail, demonstrating organizational, prioritization, and timemanagement skills, as well as proven ability to meet deadlines.
Problemsolving skills.
Ability to work well with mínimal supervision.
Ability to handle highly sensitive and confidential information.
Proficiency in speaking and comprehending both English and French (Level B+) is preferred.

Contacts

IMPORTANT NOTICE:
Support staff are employees of the hiring physician(s) or
Division. The Ottawa Hospital is the paymaster of our employees. Although our
employees have offices within the Ottawa Hospital, they are not employed by the
Ottawa Hospital.
The Department of Medicine is committed to the principle of equal opportunity in
its employment practices and to providing an environment free from
discrimination and harassment for all employees. The Department of Medicine
will, upon request, provide accommodations in accordance with the Accessibility
for Ontarians with Disabilities Act.

Hiring organization

Employment Type