Administrative Assistant III, Eye Care ClinicTeam

Reporting to the Manager of Eye Care Team the Administrative Assistant Level III provides high quality administrative secretarial and organizational support to the division of Ophthalmology with primary support to the Chief Ophthalmologist. This position will support the Chief Ophthalmologists work at both the IWK and QEII Health Sciences Centre. Responsibilities include but are not limited to:

Maintaining files and utilizing Outlook to coordinate 4 Ophthalmologists schedules
Responsibility of maintaining the Chief Ophthalmologist daily schedule
Coordinating and scheduling patient surgeries which includes liaising with families internal/external departments hospitals and agencies
Maintaining team/division communications. Actively anticipating and troubleshooting problems
Collaborating with the Admin 4 who creates and manages the eye clinic master schedule for Eye Care Team
Collaborate/communicate with Ophthalmology Education Coordinator regarding residency program
Coordinating travel arrangements including booking and expense recovery as requested
Attending meetings taking producing and distributing minutes and data as required
Establishes and maintains office filing system including processing incoming/outgoing mail
Completing correspondence and records for computerized medical billing
Providing academic and research support (i.e. literature searches article retrieval etc)
Managing inventory of office supplies and placing orders as required
Tracking expenses
Participating in ambulatory care team discussions as required offering input and energy into efforts at improving clinic efficiency and functioning
Preparing purchase requisitions cheque requisitions and petty cash vouchers
Dictation word processing and database entry
Preparing/typing/transcribing reports project documents correspondences etc. Distributing accordingly
Generating and tracking performance indicators as required
Establishing and maintaining office filing system including processing incoming/outgoing mail.
Coordinating Care and correspondence with patients other departments and other hospitals
Support and training Admin level IIs in the division Ophthalmology
Responsible for patients referrals
Actively anticipates and troubleshoots problems.
Answers phone calls with follow up as appropriate
Other related duties as assigned.

Monday Friday 0800-1600 / 0830-1630

Minimum of a High School Diploma or G.E.D. required.
Graduate from an Office Administration Program / Business or Secretarial program required.
Minimum two (2) years related administrative experience is required
Previous experience working in an ophthalmology/Eye Care Team environment or health care environment strongly preferred.
Medical Terminology Course or Knowledge an asset .
Advanced working knowledge of MicroSoft Office programs word PowerPoint excel programs required.
High degree of initiative diligence attention to detail and self-discipline/focus required.
Demonstrated ability to work independently with minimal supervision required.
Proven team player with excellent communication and interpersonal skills required.
Demonstrated ability to respectfully work with a variety of inter-professional team members required.
Excellent communication interpersonal prioritizing and organizational skills.
Experience in Meditech CIS Novari Acuro Ocean an asset.
Experience in computerized medical billing applications preferred.
Excellent judgment and discretion in handling confidential and/or sensitive information.
Competencies in other languages an asset French preferred.

In the absence of the minimum educational qualifications an equivalent combination of education training and professional experience may be considered.