Job Senior Administrative Assistant - Program Admin Surgical, Brampton

Job Description

This position will provide and manage administrative requirements including the coordination of calendars, preparation of meeting materials, and file management for the Physician Chiefs for Anesthesia. You will also support the Corporate OR Business Centre.

Accountabilities:

• Create and format documents, reports, spreadsheets, presentations, compose correspondence, manage databases using office software, publishing software and digital graphics.
• Prepare and communicate meeting agendas and take meeting minutes.
• Prepare standard forms and department templates.
• Schedule complex multi-party meetings, including audio-visual equipment and catering services as required, and liaise with external parties.
• Coordination of new physician hires with the Medical Staffing Office
• Support medical learners rotating though the department in collaboration with Medical Education
• Management of the Anesthesia schedule in collaboration with the Surgical Information Center
• Support for surgical and program quality committees including tracking of data for initiatives, providing regular updates to the surgical team and project work as required
• Support for the Product Evaluation and Standardization Advisory Committee including tracking of approvals and follow up with action items. This includes tracking the status of existing contracts in conjunction with Osler’s procurement partners.
• Develop and maintain paper and electronic filing systems, including filing of confidential information and contracts.
• Conduct background research, internet searches, compile data and prepare reports as requested.
• Create promotional materials and plan events as required.
• Investigate budgetary, payroll and financial issues, and prepare summary reports.
• Coordinate program or department submissions for events, such as the budgeting process, stipends and Accreditation.
• Prepare the submission of travel & expense claims, credit card statements, cheque requests, invoices, etc. and enter bi-weekly payroll information
• Draft memorandums, letters and email correspondence and prepare routine reports.
• Schedule group or departmental training sessions.
• Assist and respond to service enquiries from Osler staff, physicians, and the public.