Title: Administrative Assistant – Projects & Reporting

Department: Perioperative Services

Hours of Work: Full-Time Position; Days

Salary: $66,407 - $79,689

Union: Non-Union

Location: Kingston General Hospital Site& Hotel Dieu Hospital Site

PRIMARY FUNCTION

Reporting to the Program Operational Director of Perioperative Services, the Administrative Assistant, Projects and Reporting is responsible for providing high level administrative support to effectively and efficiently manage the daily activities of the Director and the portfolio’s management team. Applying critical thinking, analysis and judgment, the Administrative Assistant provides expert administrative support to proactively manage the flow of information, create related documents and manage dynamic and complex calendars and deadlines.

To provide high level administrative support to members of the KHSC Leadership team by managing office and providing administrative support for program operations and for corporate work involving multiple committees. This role provides support at the program level within Perioperative Services and to corporate committee reporting structures up to the Medical Advisory Committee (Perioperative Services Committee, Perioperative Services Executive Committee, Surgical Infection Control Committee, and Robotics Steering Committee).

The Administrative Assistant acts with a high degree of professionalism, integrity and judgment as it is the first point of contact for inquiries which are of a confidential and/or sensitive nature. The incumbent will work independently for substantial periods of time and must exercise good judgment in decision making or appropriate deferral to others.

RESPONSIBILITIES & DUTIES INCLUDE:

• Maintain electronic calendar for leadership including Program Operational Director and Program Medical Directors to schedule meetings (internal and external) and arrange committee meetings (including minutes and agenda packages) for program level and corporate committee reporting structures. Manage and coordinate calendar activities for Program Medical Directors and Program Operational Director schedules/calendars, processes incoming and outgoing mail by prioritizing documents/meetings and proactively resolving conflicts. Ensure the Program Medical/Operational Director(s) is prepared for all meetings, appropriate preparation time is provided, and that necessary follow-up post meeting is executed. Logistical coordination of activities for meetings and events, including travel arrangements, speakers, teleconferencing and A/V equipment bookings, room set up preparation and distribution of pertinent materials, OTN Videoconferencing Equipment.

• Maintain (tracking, reporting) of several different spreadsheets and workbooks including: facilities and maintenance repairs, capital equipment tracking, union workload reports, and variance reports. Further to this, run reports from Microsoft Business Intelligence for surgical waitlists, funded volumes, length of stay, and other clinical targets being measured at the program level or for Ontario Health and corporate targets and Surgical Efficiency Target Program data reports.

• Position control management and completion of Human Resources forms which includes Staffing Requisitions, Change of Status Forms, Notice of Selection forms, Change Forms, Control Forms. Also responsible for reaching out to finance and recruitment regarding position management, obtain appropriate signatures, and ensure positions are posted accurately.

• Office coordination including maintenance of office supplies, departmental time sheets, expense claims, process agreements, contracts and funding requests, invoicing/requisitions, funding requests and maintenance requests. Streamline and organize processes to assist in the efficient flow of information, timeliness of responses to deadlines and general communication ensuring the smooth operation of the executive office. Maintain/organize files (paper and electronic) for easy accessibility. Ensure proper administrative procedures are followed, recommend and/or design new ones, ensuring efficient running of the office.

• Administrative duties include: Scanning and electronic filing, formatting policies, briefing notes, memos, medical directives and forms for program level and corporate linked matters (related to the link between Perioperative Services and subcommittees to the Medical Advisory Committee structure). Uploading and oversight of the Perioperative Services intranet page. Responsible for email distribution and communication to all perioperative program staff, physicians, and executives (nursing and medical) regarding leadership changes and announcements, OR schedules (Regular, Christmas, March Break, Summer) memos, and briefing notes; this includes communication between Perioperative Services and KHSC for coordination and planning. In addition, writes / drafts memos or formal emails for circulation to Perioperative Service Committee.

• Support the Program Medical Directors and Program Operational Director to coordinate key projects and programs within the hospital as well as those with partners internally (such as the Medical leadership) and regionally (for initiatives related to surgical recovery and Ontario Health targets). This includes the monitoring of tasks and deadlines, such as performance reporting (ie. metrics), financials, agreements/contracts and approvals, etc. Support to the Program Operational Director and Program Medical Directors (committees and Board Committees/Task groups) by drafting and distributing reports, proposals, presentations, briefing notes, spreadsheets, presentations, graphical charts and correspondence. Also provides back up support to various hospital governance and management committees, assisting in the fulfillment of the committee mandate, including committees with a reporting structure to the Medical Advisory Committee through reporting linked Perioperative Services Program Committees. Back up committee support includes corporate committees such as the Patient Care office.

• Coordinating the Operating Room schedules for KHSC based on changes from the Program Medical Directors and Program Operational Director related to wait times, OR time changes or requests, funded volumes, or other program matters requiring OR time review and responses. Distributing changes by email and posting on the intranet.

• Act as the first point of contact for the Perioperative Services office(s) involving engagement with the public, students/trainees, staff, residents, nurses, and clinicians seeking assistance or advice on a broad range of issues. Screen, direct and handle calls from various stakeholders. Facilitate communications and interactions of the departments in the Perioperative Services and cross functional portfolios based on committee reporting structures (ie. Medical Advisory). Liaises with external stakeholders and regional partners (ie. regional OH coordination for surgical waitlist initiatives, Ontario Health for data reports such as SETP, and/or other required information submissions from the Perioperative Services Office). Provide first level response to unexpected occurrences/emergencies and take appropriate action. Participate on committees, projects and/or special events. Develops and implements event plans (including communication, marketing materials, arranging speakers, equipment, event evaluations, etc…).

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS:

• College Diploma in Business Administration or equivalent combination of education and experience.

• Minimum of three to five years secretarial/administrative assistant experience in the health care field.

• Medical terminology course preparation and experience required.

• Evidence of strong organizational skill with the ability to work under pressure and meet deadlines is essential.

• Must have excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people.

• Proficiency with Windows based word-processing, spreadsheet, e-mail, presentation software applications and SAP is essential, minimum of 55 w.p.m. on test.

• Demonstrated experience with Windows based spreadsheet applications.

• Experience with data base applications would be an asset.

• Demonstrated ability with above average written and verbal communication skills, including good grammar, composition and spelling.

• Proven ability to attend work regularly.

• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.