Administrative Assistant III, ENT Clinic

The Opportunity

Reporting to the Manager of Ambulatory Surgical Care the Administrative Assistant III provides high quality administrative secretarial and organizational support to an administration office and academic surgeon(s) within the Division of Otolaryngology (Head and Neck Surgery). Responsibilities include but are not limited to:

• Providing academic and research support for literature searches and article retrieval
• Maintaining academic files (e.g. cvs teaching dossier cme data etc)
• Course development and lecture creation
• Grant application submissions
• Coordinating surgeries and multidisciplinary appointments for paediatric patients
• Scheduling OR patient bookings
• Books/coordinates clinics events and meetings (including rooms technological equipment catering etc.)
• Maintaining and organizing two surgeons schedules using Outlook
• Scheduling and registering for conferences with appropriate travel arrangements and arranging expense recovery
• Answering telephone calls relaying messages and referring calls with follow-up as appropriate
• Liaising with internal/external departments hospitals and agencies regarding patient appointments
• Typing/transcribing reports managing all correspondence photocopying and distributing accordingly
• Establishing and maintaining office filing system including processing incoming/outgoing mail
• Utilizing computerized medical billing
• Participating in ambulatory care team discussions as required offering input and energy into efforts at improving clinic efficiency and functioning

Hours of Work

Monday to Friday; Hours of work: (Negotiable)

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized medical secretarial or medical office administration diploma program required. Combination of equivalent education and experience may be considered.
• Minimum one (1) year experience in a clinical health care setting required three (3) years preferred.
• Strong working knowledge of Windows Microsoft Office (Word Excel Access Outlook etc.) Internet and Database programs required.
• Working knowledge of Meeting Planner SAP E-Source Adobe and Meditech preferred.
• Working knowledge of office equipment (e.g. fax machine photocopier scanner etc) required.
• Minimum keyboarding skills of 60 wpm required.
• Successful completion of a medical terminology course preferred.
• Demonstrated strong time management and problem-solving skills required.
• Demonstrated high regard for quality accuracy and attention to detail required.
• Demonstrated excellent organizational skills strong communication (verbal & written) and interpersonal skills required.
• Demonstrated ability to prioritize workload demands required.
• Proven ability to act decisively and to exercise a high degree of initiative and self-motivation is required.
• Demonstrated ability to work well with others and in a collaborative interprofessional team required.
• Demonstrated flexibility to meet workload demands required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Functions effectively in a stressful environment with multiple deadlines and concurrent activities required.
• Experience in computerized medical billing applications preferred.
• Surgical booking experience an asset.
• Previous dictaphone experience an asset.