Admin Assistant, Chief - Medical Imaging, FT (J0325-0338)

Company Bio

IMAGINE a hospital where everyone is committed to excellence. We did. We are. From boardroom to bedside, we go above and beyond to offer the best and safest patient care. At North York General Hospital (NYGH), we put our patients first in everything we do. We are achieving a new standard of excellence in integrated patient-centered care and as one of Canada's leading community academic hospitals, we are building on our academic foundation through enhanced education, research and innovation. North York General Hospital is part of North York Toronto Health Partners, a collaborative partnership with patients, primary care, and community partners, a first-generation Ontario Health Team, driving the development of a locally integrated health system to serve the community. As part of our dynamic team, you too can stand out and be amazing! At North York General, our team is making a world of difference.

Position Summary

Administrative Assistant, Medical Imaging: The Medical Imaging Department operates 24/7/365, providing comprehensive services including X-ray, CT, Ultrasound, MRI, and Interventional Radiology. With a dedicated team of approximately 225 staff members and 30 physician FTEs, the department completes over 250,000 tests annually. As a fully affiliated teaching site of the University of Toronto, the NYGH Medical Imaging Department is renowned for its leadership in Choosing Wisely and evidence-based practice. It is the only department in Ontario utilizing a comprehensive Clinical Decision Support (CDS) tool at order-entry for both in-patient and out-patient exams. Additionally, the department is recognized for its excellence in Women’s Imaging and Mammography. As an Administrative Assistant in the Medical Imaging Department, your primary goal is to represent the office in a professional and customer-focused manner. You will provide comprehensive administrative support to the Chief of Medical Imaging/Program Medical Director and the Director of Clinical Diagnostics. You will manage administrative activities and relationships with both internal and external contacts, utilizing a broad-based knowledge of NYGH policies and administrative practices and procedures. Effective written and spoken communication skills are essential, along with critical thinking and problem-solving abilities. You will need to embrace the challenge of prioritizing work demands in a fast-paced and stressful environment. This position contributes to the shared responsibility of ensuring health and safety policies are followed to provide a healthy environment for patients, staff, physicians, volunteers, and families. This position supports the hospital’s academic mandate by advancing care through teaching and learning and transforming care through research and innovation. Excellent organizational and problem-solving skills, as well as interpersonal and customer service skills, are crucial. You should be able to work independently, prioritize, multi-task, and effectively manage time and the schedules of both the Medical Director and the Director of Clinical Diagnostics. Being resourceful and adaptable in response to their needs is also important.

On a practical level, you will

• Provide confidential and specialized administrative support to the Chief of Medical Imaging/Program Medical Director and the Director of Clinical Diagnostics, assisting them in achieving program and organizational objectives.
• Provide administrative support to Physician Leads for Clinical Scheduling and Medical Education, as well as other radiologists.
• Create and manage physician clinical schedules effectively using advanced Excel functions.
• Manage the calendars of the Chief and Physician Clinical Director.
• Prepare and manage meetings and events for the Chief and physicians, including the annual departmental celebration.
• Manage confidential information professionally and sensitively.
• Comply with Occupational Health and Safety Standards.
• Perform other duties as required.
• Create and maintain the Medical Education learner schedule and coordinate learner orientations.
• Liaise with MCC coordinators and department staff to schedule rounds, including booking space.
• Support physician faculty appointments, promotions, and 3-year reviews.
• Coordinate efforts across cross-functional/program teams to ensure timely delivery of necessary materials.
• Manage and respond to information and document requests efficiently.
• Compile and disseminate materials/documents related to program activities.
• Plan and coordinate meetings, including preparing agendas, minutes, work plans, and project charters.
• Communicate with prospective and current trainees, create and maintain their schedules, coordinate orientations, evaluations, and departmental rounds.
• Organize education sessions, including booking space, setting up equipment, and assisting with physician-teacher recruitment.
• Collaborate with and support the Chief, Program Director, Manager, Education Leads, physicians, and staff in academic matters within the Medical Imaging Department.
  
  

Qualifications

• College diploma/certificate or university degree in Administration or equivalent.
• Minimum 5 years’ experience in a senior administrative support role, with some experience in a hospital environment.
• Accurate keyboarding, word processing skills - minimum 55 wpm is preferred.
• Extensive calendar management experience is preferred.
• Minimum 1 years’ experience with a rules-based scheduling program is preferred.
• Proficiency in Microsoft Office including Outlook calendar, Excel, Access, Word and PowerPoint.
• Experience dealing with the public in a fast-paced and customer service environment.
• Medical terminology Course is preferred.
  
  

What We Offer

Working at NYGH means working with a dynamic team of fellow healthcare providers, staff, and volunteers in one of Canada’s leading hospitals. This is a Full Time Regular position, 8-hour shifts, day shifts the Medical Imaging department. We offer a highly competitive total compensation package that includes benefits, pension, and vacation. If you were searching for more reasons to consider joining the wonderful team at NYGH, check out some features of our Total Rewards package by visiting nygh.on.ca #INDO

How To Apply

Think you're the right person for the job? Here's your first chance to show us why:

• Ensure to meet the deadline - only applications received by the closing date will be considered.
• We will review all applications and will contact those selected for an interview.
  
  

Closing Statement

At North York General, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. North York General is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.