Medical Affairs Project Coordinator & Executive Assistant to Chief of Staff

Position Profile

Humber River Health. Lighting New Ways In Healthcare.

Since opening our doors in 2015 as North America’s first fully digital hospital, we remain unwavering in our belief that we can change the hospital where we work, the community where we live, and the world of healthcare beyond our borders. Serving a community of 850,000 residents in North West Toronto, Equity Inclusivity and active participation in the North West Toronto Ontario Health Team are key initiatives important to our Team.

At Humber River Health, we use a custom combination of technology and clinical expertise to rebuild elements of care. We make technology work for staff and physicians; giving them more time to spend with patients, to eliminate inefficiencies, and to reduce the chance of errors. Humber River Health is formally affiliated with both the University of Toronto and Queen’s University and committed to becoming a community academic hospital.

Clinical Excellence, Optimizing Care through Technology and Community Connection frame our Research Strategy.

At Humber River Health, we’re not hoping for a renaissance, we are making it happen. As part of our dynamic team, you can lead the way, as we continue our journey towards high reliability care!

Right now we are looking for a Medical Affairs Project Coordinator and Executive Assistant to Chief of Staff.

Employment Status: Full-time

Hours of Work: Normal hours of work will be days, Monday – Friday

Reporting Relationship: Director, Medical Affairs

Location: Humber River Health – Wilson Site Employee Group: Non-Union

Salary Range: $37.909 - $47.416

Position Responsibilities

Provide primary administrative support to the COS and Director, Medical Affairs; exercise confidentiality in the management and release of all information (e.g. perform administrative functions, conduct research, prepare reports, respond to information requests, organize Chiefs’ evaluation); participate in project assignments by the COS; facilitate the continuous operation and availability of the COS’ office equipment

Act as the COS office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows; balance priorities; respond to issues brought forward by staff, patients, patient families, volunteers, etc.; de-escalate complaints and refer to leadership staff for resolution

Greet and screen COS visitors to provide routine and general information, or redirect matters

Liaise and collaborate with executives and other executive and program assistants to communicate information, and coordinate / participate in cross-functional projects

Support special projects within assigned reporting structure; track project timelines against targets

Produce documents for various audiences (e.g. policy and technical reports, charts, and presentations, templates) using software applications; assist in the coordination and compilation of packages for meetings involving the credentialed staff; monitor accuracy of materials content

Develop and maintain organized filing systems; maintain records; locate files, documents, and other information

Research topics and develop summaries / reports using internal and external resources (e.g. consultants, government boards, ministries, other hospitals, etc.)

Prepare invoices

Track and monitor reporting and other deadlines required to meet reporting and contract expiries, etc.; distribute reports according to requirements; set reminders for stakeholders

Monitor key deadlines and deliverables as required

Monitor and maintain office correspondence (e.g. e-mail, mail, courier packages, etc.); draft responses to general issues; coordinate resources to support Medical Affairs in addressing identified issues; compose or edit a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)

Produce documents for various audiences (e.g. policy and technical reports, charts, and presentations, templates) using software applications; assist in the coordination and compilation of packages for meetings; monitor accuracy of materials content

Research data sources; prepare summary documentation to support departmental projects and initiatives; access and review corporate systems information to analyze data, and compile a variety of statistical and / or qualitative reports

Collect invoices from physician leaders in respect of stipends and submit to Accounts Payable for payment

Monitor expiration and any changes to stipend distribution in collaboration with Director of Medical Affairs

Coordinate and monitor calendars (e.g. schedule meetings, arrange appointments, budget time, and provide reminders), including COS meeting management.

Arrange corporate travel to conferences and other events (e.g. general business travel, flight itineraries, hotel accommodations, conferences and convention documentation) in compliance with corporate travel requirements and processes

Coordinate and support meeting logistics (e.g. book rooms, catering, research and prepare agendas, prepare and distribute meeting presentations and materials, record and distribute meeting minutes); coordinate cross-functional agenda items for Medical Advisory Committee and other committees and meetings not specified, but may be required from time to time.

Lead the scheduling and coordination of quarterly Grand Rounds

Qualifications

General Administration Diploma required, Health Administration preferred

Undergraduate Degree in business management preferred

5 years of administrative and executive support service, Healthcare/hospital experience preferred

Petal MD and Medical Terminology skills preferred

MS Office (e.g. Outlook, Word, Excel, PowerPoint, Access, etc.), Microsoft Teams, Zoom

Project Coordination experience preferred

Business and Statistical analysis experience preferred

Experience managing calendars and scheduling appointments

Excellent organizational skills with demonstrated flexibility and adaptabi