Administrative Assistant - (13027)

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Job Type: Regular Full Time

Organizational Department: Sinai Health -> Mount Sinai Hospital -> Department of Obstetrics & Gynaecology

Employee Group: Non Hospital Operating

Location: Mount Sinai Hospital Campus - Toronto, ON M5G 1X5 CA (Primary)

Travel Requirement: Hours (subject to change)

37.5 hours per week (Monday to Friday). Due to the nature of the position, additional hours may be required.

Job Description:

Sinai Health is looking for an experienced administrative professional to provide administrative support to the Department of Obstetrics & Gynaecology at our Mount Sinai Hospital Campus.

In this role, you will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities required for all divisions within the department. You will possess an excellent understanding of the issues facing a large, diverse and complex medical department in an academic teaching hospital, as well as demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills. You will work under the supervision of the Chief and Business Manager for the department. This position will also provide temporary back-up coverage of administrative duties for the Department Chief in the Administrator's absence and all other duties as required.

In this role you will:

1. Administrative Support:

• Assist in the coordination of initial set-ups for new physicians and support staff (all related purchase orders).
• Organize itinerary, travel arrangements, co-ordinate and participate in special events (departmental retreats, dinner, visitor events).
• Provide required administrative support to Division Heads (agendas, planning meetings, arranging itineraries and dinners for potential new recruits and visitors).
• Assist Chief’s Administrator with all transcription/reporting requirements (letters, memos, charts, tables, PowerPoint presentations, manuscripts, AFP points document).
• Provide cross coverage to Chief’s administrator as required (vacation/sick).
• Assist with on call schedule changes (Team A and B).
• Develop clinical/on call schedule for the MFM Group (twice a year).
• CIS MFM and CIS OBGYN management.
• Develop schedules and room bookings for department meetings/assist with conference room bookings.
• Assist Emergency Fan Out list update – 2 times a year.
• Prepare annual report for department as directed by Chief.
• Coordinate conference calls/set up zoom meetings as required.
• Placing orders with Grand and Toy, Data Online as well as Plexxus.
• Preparing purchase orders.
• Assist with reconciliation of Chief’s procurement card.
• Perform OHIP billing and reconciliation for the fellows; assist with other OHIP billing duties as assigned by supervisor.
• Develop further spreadsheets and charts detailing various scenarios for distribution of AFP funds.
• Oversee hospital on-call compensation calculations and distribution (HOCC).
• Process Continuing Medical Education tuition payment reimbursement submitted by WIH, OBGYN and Paediatrics department.
• Assist with cheque requisitions and expense reimbursements as required for department.
• Distribute departmental mail, faxes and answering incoming telephone inquiries.
• Perform other related duties as assigned.

Job Requirements:

Mandatory:

• Postsecondary degree or Office Administration Diploma from a recognized educational institution.
• Proven equivalent recent and related training and experience may be considered.
• Minimum of three (3) years of recent and related experience (working in a teaching/health environment preferred) to include accounting.
• Minimum of three (3) years of hands-on experiences in OHIP billing.

Preferred:

• Knowledge of and experience with medical terminology.
• Applicants with proven equivalent recent and related training and experience may be considered.

Skills and Knowledge:

• Proficient in Microsoft Word, Excel, Power Point, Access, Outlook.
• Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service.
• Superior written/oral communication and presentation skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations.
• Excellent time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work.
• Demonstrated ability to make decisions, exercise good judgment, discretion and initiative when dealing with confidential information and/or in responding to inquiries.
• Demonstrated satisfactory work performance and attendance record.

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

Open Date: 3/7/2025

Posting Deadline: 3/14/2025

All applications must be submitted by no later than 4:00pm of the posting deadline date.

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and women’s and infants’ health. The Lunenfeld-Tanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email TalentAcquisitionAccommodation.msh@sinaihealth.ca.