Administrative Assistant - Medical Affairs

The Administrative Assistant, Medical Affairs supports the work of the Medical Affairs department by overseeing several processes
and projects and serves as a key contact for external stakeholders.

Reporting to the Manager of Medical Affairs, key 
responsibilities will include managing physician payments and departmental finances, coordinating HOCC tracking and reporting, 
and supporting compliance with regulatory requirements. The role will administer the physician on-call program and support physician
leaders through meeting coordination and documentation.  This forward-thinking and enthusiastic professional will bring previous
relevant hospital experience, preferably in a Medical Affairs environment, and will demonstrate strong organizational, communication, and stakeholder management skills, with the ability to manage competing priorities in a fast-paced environment.

Contribute to the hospital by:

• Manages all financial processing payments for the professional staff and Medical Affairs Department.
• Tracking and reporting on Hospital On-Call Coverage (HOCC) working with MOHLTC, Finance and all service leads for HOCC schedules.
• Coordination with the Finance Department to ensure compliance with all regulatory oversight bodies and facilitation of department financial compliance and attestation reporting, as necessary.
• Manages the physician on-call program including training of new physicians.
• Supports quality improvement projects and research studies, as required.
• Provides a variety of time-sensitive advanced administrative duties for various physician leaders.
• Supports the efficient day-to-day functioning of the organization’s professional staff by providing high quality administrative support to the Chief of Staff and the Manager, Medical Affairs.
• Coordinates and prepares agendas and supporting documents, records and transcribes minutes for a variety of physician-led meetings.
• Drafts documents and prepares presentation material while ensuring accuracy and appropriateness of presentation formats, using advanced skills in relevant software applications.
• Creates, organizes and maintains an effective electronic file management system.
• Ensures and deploys up-to-date technological office support systems and skills with respect to software, communications, filing, etc., to ensure the most effective and efficient operation of the office.
• As a member of the Medical Affairs team, supports all aspects of Professional Staff processes in a timely and accurate manner.
  Undertakes special projects.
• Provides support to the Medical Affairs Team as needed.

What you must have?

• Diploma in Business Office Administration, undergraduate degree in Project Management, Health Care Administration or
• Business Administration is preferred.
• Minimum 2 years relevant hospital experience, preferably in a Medical Affairs office setting.
• Proficiency in financial reports with expert-level skills in Microsoft 365 Excel and PowerPoint, is required.

What else do you bring?

• Superior communication skills, with the ability to develop and maintain strong working relationships across the Hospital.
• Ability to design, analyze, and prepare quality financial reports.
• A high degree of prioritization and independent work with a focus on detail and efficiency.
  Proficiency in ensuring Hospital, Ministry of Health, Ontario Health and Broader Public Sector Procurement directives, policies and procedures are reflected in the department’s internal controls and business processes.
• Strong working knowledge of accounting practices and principles.
• Passion for continuous process improvement efforts.
• Experience with research studies.
• Ability to handle situations with tact and diplomacy, engaging stakeholders and using critical thinking and problem-solving skills while delivering superior customer service.
• Broader work and/or accountabilities may be assigned as needed.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe an d inclusive environment for all.
• Demonstrates behaviours consistent with Mackenzie Health’s
• Commitment to Caring.
• Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy.