Executive Assistant
Top Benefits
About the role
The Division of General Surgery in the Department of Surgery (DoS) is currently looking for a full-time, permanent Executive Assistant. Please see below for details.
Under the direction of the Division Head of General Surgery, the Executive Assistant is responsible to perform a full range of administrative and clerical support services in accordance with the Division’s goals and objectives.
RESPONSIBILITIES
The key administrative responsibilities are:
- Provide administrative support to the Division Head.
- Act as liaison between the DoS, Physicians, Administrative Assistants, Residents, external stakeholders and the public.
- Provide committee meeting administrative support: scheduling, attending, drafting agendas, circulating documents in advance and taking minutes.
- Initiate and facilitate physician privileges requests and maintain physician records.
- Monitor and send reappointment reminders to staff and organize reappointment interviews on behalf of the Division Head.
- Coordinate weekly Grand Rounds with internal/external speakers and distribute announcements.
- Schedule divisional activities, book conference rooms and survey attendance to generate annual MOCOMP letters.
- Generate and circulate weekly General Surgery activity schedule.
- Responsible for booking accommodations for the Research Day visiting professor.
- Prepare divisional reports by collecting updates and accolades from the membership.
- Screen, direct, and reply to telephone calls and email inquiries.
The key financial responsibilities are:
- Bookkeeping in QuickBooks for all incoming and outgoing distribution of funds.
- Maintain all divisional financial reporting, cost centre oversight and management.
- Prepare and submit monthly Hospital On Call Coverage (HOCC) payments.
- Generate quarterly payments to staff and submit AFP fund summary to the DoS.
- Generate, send and monitor quarterly tithe invoicing to the membership.
- Provide financial reports.
- Collate annual income for Division members for the resource grid.
The key clinical responsibilities are:
- Creating and managing the on-call schedule and subspecialty call schedule, uploading to SharePoint and inputting in locating.
- Allocate and distribute OR and Endoscopy resources as approved by the Division Head. Track and reallocate any returned time.
QUALIFICATIONS
- Completion of post-secondary, preferably in a related field OR a combination of equivalent professional experience and training
- Minimum 2-5 years of administrative experience, preferably at a progressive senior secretarial/administrative/financial assistant level
- Accounting experience is considered an asset
- Knowledge of TOH policies such as the Confidentiality and Privacy
- Demonstrates strong initiative and innovative thinking
- Excellent computer literacy including MS Office Suite
- Demonstrated planning and execution skills in a multi-tasking environment
- Ability to work and thrive in a team environment.
- Written communication, proofreading and editing skills required to draft or generate correspondence or documents
- Strong interpersonal and verbal communication skills
- Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills
- Ability to work well with minimal supervision
- Demonstrates initiative, tact and diplomacy
- Ability to handle highly sensitive and confidential information
COMMENTS TO APPLICANT
We wish to thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.
The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.
Job Types: Full-time, Permanent
Pay: $28.00-$40.00 per hour
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Schedule:
- Day shift
- Monday to Friday
Experience:
- Executive Assistant: 2 years (preferred)
Work Location: In person
About The Ottawa Hospital
The Ottawa Hospital is one of Canada’s largest learning and research hospitals, with more than 1,100 beds, approximately 12,000 staff members and an annual budget of about $1.2 billion.
Our focus on learning and research helps us develop new and innovative ways to treat patients and improve care. As a multi-campus hospital affiliated with the University of Ottawa, we deliver specialized care to the Eastern Ontario region, but our techniques and research discoveries are adopted around the world. We engage the community at all levels to support our vision for better patient care.
From the compassion of our people to the relentless pursuit of new discoveries, The Ottawa Hospital never stops seeking solutions to the most complex health-care challenges.
L’Hôpital d’Ottawa Inspiré par la recherche. Guidé par la compassion.
L’Hôpital d’Ottawa est l’un des plus importants hôpitaux d’enseignement et de recherche au Canada. Il est doté de plus de 1 100 lits, d’un effectif de quelque 12 000 personnes et d’un budget annuel d’environ 1,2 milliard de dollars.
L’enseignement et la recherche étant au cœur de nos activités, nous possédons les outils qui nous permettent d’innover et d’améliorer les soins aux patients. Affilié à l’Université d’Ottawa, l’Hôpital fournit sur plusieurs campus des soins spécialisés à la population de l’Est de l’Ontario. Cela dit, nos techniques de pointe et les fruits de nos recherches sont adoptés partout dans le monde. Notre vision consiste à améliorer la qualité des soins et nous mobilisons l’appui de toute la collectivité pour mieux y parvenir.
Par la compassion de son personnel et la quête perpétuelle de nouvelles découvertes, L’Hôpital d’Ottawa cherche sans relâche des solutions aux défis les plus complexes en santé.
Executive Assistant
Top Benefits
About the role
The Division of General Surgery in the Department of Surgery (DoS) is currently looking for a full-time, permanent Executive Assistant. Please see below for details.
Under the direction of the Division Head of General Surgery, the Executive Assistant is responsible to perform a full range of administrative and clerical support services in accordance with the Division’s goals and objectives.
RESPONSIBILITIES
The key administrative responsibilities are:
- Provide administrative support to the Division Head.
- Act as liaison between the DoS, Physicians, Administrative Assistants, Residents, external stakeholders and the public.
- Provide committee meeting administrative support: scheduling, attending, drafting agendas, circulating documents in advance and taking minutes.
- Initiate and facilitate physician privileges requests and maintain physician records.
- Monitor and send reappointment reminders to staff and organize reappointment interviews on behalf of the Division Head.
- Coordinate weekly Grand Rounds with internal/external speakers and distribute announcements.
- Schedule divisional activities, book conference rooms and survey attendance to generate annual MOCOMP letters.
- Generate and circulate weekly General Surgery activity schedule.
- Responsible for booking accommodations for the Research Day visiting professor.
- Prepare divisional reports by collecting updates and accolades from the membership.
- Screen, direct, and reply to telephone calls and email inquiries.
The key financial responsibilities are:
- Bookkeeping in QuickBooks for all incoming and outgoing distribution of funds.
- Maintain all divisional financial reporting, cost centre oversight and management.
- Prepare and submit monthly Hospital On Call Coverage (HOCC) payments.
- Generate quarterly payments to staff and submit AFP fund summary to the DoS.
- Generate, send and monitor quarterly tithe invoicing to the membership.
- Provide financial reports.
- Collate annual income for Division members for the resource grid.
The key clinical responsibilities are:
- Creating and managing the on-call schedule and subspecialty call schedule, uploading to SharePoint and inputting in locating.
- Allocate and distribute OR and Endoscopy resources as approved by the Division Head. Track and reallocate any returned time.
QUALIFICATIONS
- Completion of post-secondary, preferably in a related field OR a combination of equivalent professional experience and training
- Minimum 2-5 years of administrative experience, preferably at a progressive senior secretarial/administrative/financial assistant level
- Accounting experience is considered an asset
- Knowledge of TOH policies such as the Confidentiality and Privacy
- Demonstrates strong initiative and innovative thinking
- Excellent computer literacy including MS Office Suite
- Demonstrated planning and execution skills in a multi-tasking environment
- Ability to work and thrive in a team environment.
- Written communication, proofreading and editing skills required to draft or generate correspondence or documents
- Strong interpersonal and verbal communication skills
- Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills
- Ability to work well with minimal supervision
- Demonstrates initiative, tact and diplomacy
- Ability to handle highly sensitive and confidential information
COMMENTS TO APPLICANT
We wish to thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.
The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.
Job Types: Full-time, Permanent
Pay: $28.00-$40.00 per hour
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Schedule:
- Day shift
- Monday to Friday
Experience:
- Executive Assistant: 2 years (preferred)
Work Location: In person
About The Ottawa Hospital
The Ottawa Hospital is one of Canada’s largest learning and research hospitals, with more than 1,100 beds, approximately 12,000 staff members and an annual budget of about $1.2 billion.
Our focus on learning and research helps us develop new and innovative ways to treat patients and improve care. As a multi-campus hospital affiliated with the University of Ottawa, we deliver specialized care to the Eastern Ontario region, but our techniques and research discoveries are adopted around the world. We engage the community at all levels to support our vision for better patient care.
From the compassion of our people to the relentless pursuit of new discoveries, The Ottawa Hospital never stops seeking solutions to the most complex health-care challenges.
L’Hôpital d’Ottawa Inspiré par la recherche. Guidé par la compassion.
L’Hôpital d’Ottawa est l’un des plus importants hôpitaux d’enseignement et de recherche au Canada. Il est doté de plus de 1 100 lits, d’un effectif de quelque 12 000 personnes et d’un budget annuel d’environ 1,2 milliard de dollars.
L’enseignement et la recherche étant au cœur de nos activités, nous possédons les outils qui nous permettent d’innover et d’améliorer les soins aux patients. Affilié à l’Université d’Ottawa, l’Hôpital fournit sur plusieurs campus des soins spécialisés à la population de l’Est de l’Ontario. Cela dit, nos techniques de pointe et les fruits de nos recherches sont adoptés partout dans le monde. Notre vision consiste à améliorer la qualité des soins et nous mobilisons l’appui de toute la collectivité pour mieux y parvenir.
Par la compassion de son personnel et la quête perpétuelle de nouvelles découvertes, L’Hôpital d’Ottawa cherche sans relâche des solutions aux défis les plus complexes en santé.