Administrative Assistant - Medical Affairs Office

Administrative Assistant - Medical Affairs Office - Internal

Job Number: J1124-0623

Job Title: Administrative Assistant - Medical Affairs Office

Department: Medical Affairs

Job Type: Temporary Full Time

Approximate End Date: March 29, 2026

Job Category: Administration / Clerical

Open Positions: 1

Date Posted: December 16, 2024

Closing Date: December 23, 2024

Position Summary

The Administrative Assistant is responsible for providing administrative support to the Medical Affairs Office including the Chief of Staff, the Credentialed Staff Association Executive, and the Department Chiefs. The Administrative Assistant is the primary contact for the Medical Trainee Program and Credentialing/Privileging.

PRIMARY RESPONSIBILITIES:

Administrative support to the Medical Affairs Office:
• General oversight of access, utilization, tidiness, and supplies in the Credentialed Staff lounge, mailroom, and meeting room.
• Along with the Executive Assistant, maintenance of the Emergency Bin, monthly checks, batteries, stickers, code yellow response sheets
• Administrative support to human resources pool during Codes as described in relevant policies
• Scheduling meetings, preparing agendas, ensuring room or virtual availability, and distributing materials as directed.
• Providing administrative support to committees, as directed, including the Medical Trainee Education Committee, Credentials Committee, and the Credentialed Staff Association.
• Along with the Executive Assistant, providing administrative support to the ten Chiefs of Departments and CSA Executive for meeting agendas, scheduling, room or virtual meeting bookings, attendance and minutes.
• Provide documenting and scheduling support to Chiefs of Department(s) for annual performance reviews as needed.
• Preparing and distribution of general correspondence in addition to departmental filing
• Ensure that Department meeting minutes are forwarded for Medical Advisory meeting packages
• Ordering supplies, submits work orders to facilitate the smooth operation of the department
• Answers and directs inquiries as appropriate while referring inquiries to appropriate person in a timely manner.
• Updating Credentialed Staff files and databases, as required while arranging for required access and hospital orientation for community office staff of Credentialed Staff members.
• Along with the Executive Assistant, facilitate communication by maintaining and updating the Credentialed Staff web page and the Medical Affairs Team Sharepoint site.
• Updating knowledge regularly through available resources and maintaining relationships with appropriate colleagues in the administrative field.

Primary responsibilities related to the Credentialed Staff Association (CSA):
• At the request of the CSA Executive, preparing and distributing the quarterly CSA meeting agenda and preparing attendance sheets.
• Assisting the CSA Executive with minute preparation and distribution while providing meeting attendance records to Chiefs for development reviews, as required
• Assisting the CSA Rounds Coordinator with scheduling, preparing and distributing the annual Rounds schedule and facilitating weekly Rounds presentations.
• Assisting in the coordination of the Credentialed Staff Long Service Awards and Retention event.
• Liaising with Facilities and Environmental Services to maintain order and cleanliness of the Credentialed Staff Mailroom, and the Lounge in the EJ Wing.
• Posting on-call schedules and updating credentialed staff mailboxes, as required.

Primary responsibilities related to Credentialing/Privileging:
• Facilitate initial applications and annual reapplications using the prescribed processes.
• Generating and maintaining credentialed staff files for review by the Department Chief, Chief of Staff, Credentials Committee, and Medical Advisory Committee.
• Preparing correspondence from the Medical Advisory Committee and the Board of Directors to credentialed staff.
• Preparing Credentialed Staff Summary Forms for the Credentials Committee, Medical Advisory Committee, and Board of Directors.
• Preparing and distributing notifications of new credentialed staff to the appropriate departments.
• Maintaining related updated materials and processes and providing the prescribed orientation to new credentialed staff.

Primary responsibilities related to the Medical Trainee Program (MTEC):
• Under the direction of the MTEC Medical Lead, preparing and distributing the agenda, minutes and related materials for the MTEC Committee.
• Liaising with the Rural Ontario Medical Program (ROMP) for student and resident placements.
• Facilitating and managing the placement of medical students, midwifery students, physician assistant students, and residents, including onboarding and orientation using the prescribed process.
• Maintaining student and resident records including rotation evaluations/feedback.
• Maintaining and submitting accurate required information for the Ministry’s Medical Trainee Data collection
• Preparing and distributing notification of incoming medical trainees to the appropriate departments, and Medical Trainee Education Reports to the Credentials Committee and Medical Advisory Committee.
• Maintaining related updated materials and processes and providing the prescribed orientation to medical trainees.
• Assisting in organizing site visits, exams, ROMP week, and other trainee and academic partner liaison activities, as directed.

Perform other duties as may be requested by the Chief of Staff or Credentialed Staff Association Executive.

PATIENT SAFETY:
• Participates in and complies with hospital safety and infection control programs.
• Reports unsafe conditions.
• Assists in the reporting and investigation of incidents.
• Reviews related policies and procedures on a regular basis.
• Maintains patient and hospital confidentiality.
• Responds appropriately to codes.
• Participates in quality activities, as required.

Qualifications

Education:
• Diploma in Business Administration or equivalent required.
• Completion of a recognized medical terminology course required.

Experience:
• Two to three years of administrative experience preferred.
• Preference will be given to those with previous experience in a Medical Affairs Office; Credentialing/Privileging experience and experience with a Medical Trainee Program
• Working knowledge of the medical system, administration and governance, Credentialed Staff Bylaws, Rules and Regulations and Public Hospitals Act.

Competencies:
• Working knowledge of Microsoft Office (Outlook, Access, Excel, Power Point, Visio and Word).
• Experience with website content development and postings is an asset.
• Must be able to create meeting agendas, minutes, calendars, flow charts, data graphs, tables, briefing notes, letters, reports, memos, schedules, surveys, announcements and other documents that represent the professionalism and communications from the Medical Affairs Office
• Demonstrated initiative and good judgment in problem-solving and decision-making.
• Highly motivated and flexible with the ability to adapt quickly to new situations/challenges
• Ability to prioritize a heavy workload and multi-task.
• Demonstrated appreciation and respect for protocol, professionalism, and confidentiality.
• Ability to communicate effectively, verbal and written, in situations that may require tact, diplomacy and discretion
• Ability to work efficiently independently and in a teamwork environment.
• Demonstrated commitment to continued professional and personal growth and development through continuing education programs and self-directed learning opportunities.

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.