Administrative Assistant - Womenâs Health Research Unit (Research Institute)
Administrative Assistant - Womenâs Health Research Unit (Research Institute)
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Job Description
Job Description
RESEARCH INSTITUTE OF THE MUHC
The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal Quebec the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Qubec - Sant (FRQS).
Position summary
Under the supervision of Dr. Lucy Gilbert the Administrative Assistant is responsible for providing high-level administrative and organizational support to both clinical and academic activities at the Womens Health Research Unit.
General Duties
Under the direction of the immediate supervisor the incumbent:
Manages calendars and coordinate appointments for medical and academic staff
Receives screens and responds to telephone calls and email inquiries in a professional and timely manner
Organizes and coordinates meetings and events including scheduling preparing agendas distributing materials arranging audiovisual equipment and taking and transcribing minutes
Drafts edits translates (where applicable) and proofreads various documents including correspondence reports meeting minutes presentations and internal communications
Maintains up-to-date and accurate contact lists staff directories and distribution lists.
Performs general office duties such as ordering supplies submitting service requests filing and organizing documents in physical and digital formats
Liaises with internal departments (IT academic services finance HR) as needed to support the administrative and academic activities of the unit
Supports the onboarding and scheduling of medical learners (residents fellows elective students observers and medical students) ensuring all professional ID numbers and required documentation are properly recorded
Prepares and maintain the clinical service schedule (ROTA) for attendings fellows and other clinical personnel including the ODC and RECO rosters
Updates PETAL MD with absences call coverage and scheduling adjustments for attending physicians and fellows
Assists in maintaining up-to-date CVs and publication lists for clinical faculty members for academic and reporting purposes
Performs other related duties as assigned to ensure the smooth operation of the clinical and academic unit.
Website of the organization
Required Skills
Excellent organizational and time-management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced healthcare environment
Demonstrated initiative and problem-solving abilities
Excellent verbal and written communication skills in French and English
High level of discretion and professionalism in handling sensitive or confidential information
Attention to detail and accuracy particularly when managing schedules rosters and official documents
Ability to work independently and collaboratively within a multidisciplinary team
Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) Teams and Zoom.
Employment Type
Unclear
