Summary of Duties:

The Administrative Assistant provides comprehensive administrative support to the Head of the Division, physicians and the Palliative Care team. Working in a fast-paced academic healthcare environment, the incumbent coordinates divisional operations, physician scheduling, education activities, billing processes, operational reporting and recruitment initiatives. The role requires exceptional organizational skills, sound judgment, discretion and the ability to manage multiple competing priorities while supporting clinical, academic and administrative priorities:

Administrative Support

• Provide executive-level administrative support to the Head of the Division and physician team.
• Coordinate meetings, calendars, correspondence and divisional communications.
• Prepare agendas, meeting materials and minutes as required.
• Coordinate divisional projects and operational initiatives.
• Provide cross-coverage for administrative functions to ensure continuity of service.

Scheduling & Education Coordination

• Coordinate physician, clinic, call and divisional schedules.
• Coordinate learner rotations, orientations, teaching activities and evaluations.
• Act as the primary liaison with learners, physicians, Medical Education and affiliated academic partners.
• Maintain physician vacation, CME and leave schedules.
• Coordinate operational paging and coverage schedules.

Data Management & Financial Administration

• Coordinate physician billing CABMD non OHIP, reconciliation and reporting.
• Maintain divisional databases and administrative systems.
• Support payroll administration and accounts payable processes.
• Prepare operational, statistical and quality improvement reports.
• Monitor data integrity and support continuous process improvement initiatives.

Physician Recruitment & Operational Support

• Coordinate physician recruitment activities, interviews and onboarding.
• Support physician credentialing and annual renewals.
• Coordinate new physician orientation and operational setup.
• Assist with annual divisional planning and recurring schedules.
• Support strategic initiatives and special projects as assigned.

Qualifications / Skills

• Completion of a post-secondary program in Office Administration, Executive Administration or equivalent combination of education and experience.
• Minimum 3–5 years of progressively responsible administrative experience, preferably within an academic healthcare environment.
• Demonstrated experience supporting senior leaders and multidisciplinary teams.
• Advanced proficiency in Microsoft Office Suite and electronic scheduling and database systems. (Access, Word, Excel, Outlook, Power Point), and other office technology required
• Excellent organizational, communication and interpersonal skills.
• Proven ability to exercise discretion, maintain confidentiality and manage multiple competing priorities.
• Demonstrated initiative, critical thinking and strong problem-solving abilities.