Mount Sinai Hospital (Toronto), Sinai Health Looking for Administrative Assistant, Microbiology at Toronto, Ontario, Canada Full Time

About The Department Of Microbiology

A collaborative laboratory operation between Mount Sinai Hospital and the University Health Network (UHN), The Department of Microbiology is recognized locally and nationally as a leader in microbiology. As a team driven by innovation, we are able to offer the full range of high quality microbiology services, from routine cultures and susceptibility testing to molecular diagnostic testing. New assays are continually being developed by our medical and scientific staff in response to clinical and research needs.

The Department of Microbiology serves as a reference center for both hospital and private sector laboratories. We offer state-of-the-art diagnostic services, methods development, research, and education.

In This Role You Will

Schedule and coordinate activities for the microbiologists and key departmental functions

• Efficiently schedule meetings, book space and support meeting preparation,
• Identify and manage scheduling conflicts, demonstrating sound judgment and knowledge of respective program issues and priorities
• Support activities and follow up for key meetings (e.g. track items for agendas, prepare agendas, coordinate materials, take and distribute minutes, etc.)
• Coordinate microbiologist on call functions, including preparation and distribution of monthly schedules
• Support the coordination of key departmental events (eg Accreditation Canada Diagnostics (ACD) accreditation, Departmental review meetings, educational sessions.
• Coordinate patient and other visitor appointments; greet and support as required.

Support client relations and collaboration with key partners

• Greet and direct clients and partners within the department
• Answer, screen, prioritize and forward email/phone inquiries to the microbiologists to appropriate team members in a timely manner, or respond to clients as directed
• Support document filing, maintenance and distribution functions for the microbiologists
• Create and maintain office filing system, retrieve files and other documents as required
• Maintain properly functioning dictation system for preparation of letters, documents, reports, etc.
• Review and manage incoming correspondence with discretion and tact (e.g. mail, incoming referrals, intra-and-inter-Hospital as well as University correspondence, etc.)
• Draft, proof read, format and disseminate key documents (eg Medical Service Bulletins, email invitations, letters of reference, presentations etc..)
• Support the updating of microbiologists CVs

Coordinate educational rotations for residents/ fellows

• Scheduling
• Onboarding ( pre rotation invite with details, coordinating orientation, badges, IT access, invite to all relevant meetings, safety/lab orientation tour,)
• Coordinating teaching meetings (question of the week and room booking, touch point meetings)
• Trouble shooting
• Collating evaluation

Coordinate office financial accounts and cost centers (billing and expensing):

• Support all OHIP billing
• Create OHIP files and submits billing on a timely basis
• Draft all emails regarding AEF deposits and HOCC payments for Microbiologists
• Prepare all HOCC quarterly requisitions
• Prepare quarterly end-of-residency cheque requisitions
• Administer and process payments through hospital accounts (Pro-Card)
• Coordinate travel reimbursements and transitions to appropriate team members for processing
• Coordinate routine program purchases (e.g. office supplies, end of year gifts, etc.)
• Coordinate the processing of payroll for office employees as needed

Assist with other duties related to the position as required/assigned

Job Requirements

Mandatory

• Successful completion of a college diploma in a related field from an accredited educational institution
• A minimum five (5) years of related experience in administrative support role supporting senior leadership; preferably working within a clinic/healthcare environment with exposure to medical terminology
• Applicants with equivalent recent and related training and experience may be considered

Skills and Knowledge

• Proficient in Microsoft Office: Word, Excel, Outlook, Powerpoint, etc.
• Proficiency with setting up video and audio conferencing through Zoom, Teams and other platforms as required
• Superior work ethic, professionalism, resourcefulness, dependability, reliability and diplomacy
• Maintains highest level of ethical standards and confidentiality related to patient information, personal health information, and other sensitive information/data
• Client focused with strong time management, organizational and self-planning skills; displaying flexibility by adjusting work schedule according to changing priorities, meeting demanding deadlines and producing high quality work
• Demonstrated ability to work collaboratively as a team member
• Excellent problem solving skills with the ability to prioritize competing demands
• Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential information and/or in responding to time sensitive inquiries, both clinical and academic/administrative
• Flexible with ability to work efficiently in a fast-paced, multitasking and dynamic environment
• Demonstrated satisfactory work performance and attendance history

If this sounds like you and you feel ready to build your administrative career within health care, apply via the button below and let us know why you’d be a great addition to our team.