Description:
Looking for a challenge? Something you can utilize your years of administrative experience in a health care setting? This may be the job for you. We are looking for a full time Division Administrative Lead in the Division of Infectious Diseases. Please note, we are currently working in a hybrid model - both on-site and from home. Reporting to, and working with the Business Operations Manager in the Department of Paediatrics, you will:
Administration
- Responsible for the day to day workflow of the admin staff and divisional operations; recognizes non-compliance and engages the manager when necessary
- Provides support and timely dissemination of organizational and divisional information to all divisional staff
- Maintains division contact lists, fan-out lists, etc
- Under the direction of the manager, supports the development and implementation of divisional plans, goals and objectives in line with the Department of Paediatrics and the overall hospital strategic directions
- Responsible for day to day customer service focusing on service excellence and best practice principles
- Under the direction of the manager, updates divisional policies, processes, procedures
- Provides recommendations with respect to staff development, best practices; escalates issues to the manager
- Ensures a safe work environment and ensures existing practices are enforced and meet regulatory guidelines
- Actively participates in staff engagement initiatives; support the development and maintenance of a healthy, respectful, engaged and efficient team
- Supports and leads the training and onboarding of new administrative staff
- Provides input to the manager and support recruitment functions as requested
- As a delegate, initiates HR forms for recruitment/termination/change forms etc. (for non-admin staff)
- Responsible for admin staff onboarding (ensuring accounts are ordered, training set up, space and computer, etc are available)
- Under the direction of the manager, DAL is responsible for overseeing and documenting development plans; brings forward concerns to the manager
- Acts as primary point of contact on patient and physician service issues as they arise
- Identifies training needs; flags issue to the manager
- Coordinates recruitment and onboarding of faculty, research staff
- Ensures Occ Health and Safety practices are in place
- Responsible for the annual faculty reappointment process
- Responsible for coordinating faculty annual reviews, triennial reviews – ensures admin staff have received the communication which includes deadlines, documents required, etc.
- Works in conjunction with the division head on all divisional reviews and annual reports
- Responsible for timekeeping of admin staff including coordinating away time to maintain adequate admin support in the division
- Responsible for divisional web site (external)
Finance:
- Analyzes MI reports, follows up on discrepancies
- Provides monthly budget update to the manager
- Participates in the development of the budget with the manager
Other Responsibilities
- Under the direction of the manager, rolls out new policies/processes/procedures
- Responsible for maintaining a system of document tracking, development revisions, distribution, storage, retrieval and destruction that is consistent with policy
- Organizes schedules and calendars
- Ensures proper admin support is provided for committees, rounds, etc
- Plans and organizes large divisional events, conferences and activities
What You'll Need
- Completion of a post-secondary degree
- 4-5 years of experience in a healthcare setting, with previous supervisory experience
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook and SharePoint Programs
- Excellent organizational, problem-solving and communication skills (written and verbal)
- Strong critical thinking and interpersonal skills
- Self-motivation and the ability to demonstrate a high level of initiative
- Exercises sound judgment, diplomacy and decision making