Senior Admin Assistant - Diagnostic Imaging and Neurodiagnostic

The Senior Administrative Assistant provides administrative support to the Director Diagnostic Imaging (DI) and Neurodiganostic and support to the DI Chief of Radiology and Radiology site chiefs. This role is accountable for the coordination of a broad range of administrative tasks to manage the DI and Neurodiagnostic programs at Osler.

Accountabilities:

• Manages the DI Directors and Chiefs schedule including the scheduling of meetings
• Provides support for scheduling of group meetings for DI managers
• Manages scheduling of radiologists with DI site chiefs at Brampton Civic Etobicoke General and Peel Memorial; including arising radiologist schedule change requests
• Creates and maintains key DI and neurodiagnostic operational documents (e.g. organizational charts contact lists program summaries) and other documents
• Maintains a system for collation and filing of patient and other information and documents
• Creates and formats documents reports spreadsheets presentations composes correspondence manage databases using office software publishing software and digital graphics
• Prepares standard forms and program or department templates or reports and related information for decision making purposes
• Drafts memorandums letters and email in response to routine questions
• Conducts background research internet searches compile data and prepare reports as requested
• Develops and maintains paper and electronic filing systems including filing of confidential information
• Ensures a high level of professionalism in all communications (written and vernal) and interactions with internal staff and external parties including patients and family members and caregivers
• Processes finance expense forms and invoices (OHIP billings); processes monthly stipends processes travel arrangements
• Investigates budgetary and financial issues with Director or Chief of Radiology
• Runs monthly DI billing reports and ensures provision of information needed to facilitate radiologist reimbursement by Finance
• Supports physician recruitment (arranging interviews privileges follow ups and references) as well as recruitment of DI managers
• Coordinates onboarding and orientation of new radiologists to the department together with the DI clinical site leads
• Procures and orders supplies equipment and manages storage and facilitates maintenance of these items
• Perform technical specialized complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
• Coordinates program or department submissions for regular events such as the education events and conference participation (including registration travel arrangements and travel reimbursements processes)
• Arrange for recruitment interviews for new DI leadership hires and new radiologists
• Prepare correspondence reports memos filing photocopying and faxing as required
• Provide cross coverage for DI coordinator
• Prepare agendas record and type minutes for departmental and staff meetings
• Coordinates administrative responsibilities for studies/research projects

Qualifications :

• Two to three years experience as an administrative assistant required
• Three to five years experience with Meditech (MSM Module) preferred
• Three to five years experience with Syngo RIS preferred
• Minimum five years experience in DI preferred
• Three to five years experience with Ontario Healths Wait Time Information System preferred
• Graduate of an office administration/administrative assistant program an asset
• Advanced proficiency with office software specifically Microsoft Office the internet and electronic data management systems
• Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fastpaced environment
• Demonstrated ability to maintain a fast work pace while managing multiple priorities with strict deadlines while maintaining a positive attitude
• Demonstrated diplomacy in dealings with others even when responding to tight deadlines
• Problem solving and judgment capabilities
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in learning the objectives of the program or department in order to add value to the operations
• Proficiency with Sectra PACS; Microsoft Word Excel PowerPoint SharePoint Access Publisher and Outlook
• Medical and Radiology terminology
• Typing skills of 60/wpm minimum
• Proficiency in scheduling meetings setting agendas recording minutes drafting professional correspondence developing reports and designing brochures
• Demonstrated ability to schedule and reschedule appointments/meetings and maintain Outlook calendars for multiple people
• Demonstrated excellent interpersonal communication (written verbal and English comprehension) customer service and project management skills
• Sound organizational skills with demonstrated ability to problem solve and handle multiple competing priorities in a fastpaced work environment
• Demonstrated diplomacy in dealings with others when responding to tight deadlines
• Ability to work with individuals at all levels of organization
• Understanding legal and privacy laws related to third party insurers
• Must demonstrate Oslers Values of Respect Excellence Service Compassion Innovation and Collaboration
• Ability to travel and work between all Osler sites if required

Additional Information :

Hours: Currently Days (subject to change in accordance with operational requirements)

Annual Salary:
Minimum: $60216.00
Maximum: $75270.00

HOOPP Pension Plan: Secure Your Future with Osler

When you join Osler youre not just starting a job; youre investing in your future. As part of the Healthcare of Ontario Pension Plan (HOOPP) one of Canadas most reliable and rewarding pension plans youll enjoy peace of mind knowing you have a plan in place for your retirement. With Osler contributing $1.26 for every dollar you invest youre building a strong foundation for a comfortable retirement. With HOOPP you can count on a steady guaranteed monthly income for life. Discover more about how you can secure your financial future here.

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process please notify Human Resources at .

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