Administrative Assistant (IV) - Hybrid

Reporting to the Manager of Education Operations, the Administrative Assistant IV will oversee the administrative operations of the Division of Emergency Medicine (EM) and Enhanced Skills residency program. The incumbent will also be responsible for Overall Enhanced Skills Program support within the Department of Family Medicine (DFM).

As an essential member of the DFM and Division of EM, the Administrative Assistant IV will be responsible for administrative support to the EM Division Director, the CCFP-EM Program Leadership Team, and accountable to the Overall Program Director in connection with our other enhanced skills programs. The incumbent will develop, implement, and make recommendations for the Emergency Medicine Alternate Funding Plan (AFP) budget. They will oversee the CCFP-EM admissions process and coordinate clinical and academic sessions that align with requirements outlined in the accreditation standards. They will be responsible for engagement events and projects involving faculty and residents.

The Administrative Assistant IV will work collaboratively with a variety of staff and faculty, as part of the larger DFM education administrative team.

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events. Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts. Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate hiring and payment processes. Collect, verify, and input data into a variety of spreadsheets and databases.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts. Write a variety of formal notes and records such as meeting minutes.
• Update and maintain information on websites and social networks.
• Format, word process, edit, and proofread a variety of documents and materials.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations. Monitor and order office supplies.
• Source and obtain pricing information for office supplies and equipment. Set up and maintain filing systems, both electronic and hard copy.
• Classify, sort, and file correspondence, records, and other documents. Update and maintain confidential files and records.
• Handle sensitive material in accordance with established policies.
• Assemble, copy, collate, and disseminate a variety of documents and materials. Open and distribute incoming mail and faxes.
• Prepare outgoing mail, faxes, and courier shipments.

2 year Community College diploma in Office Administration or related field of study.

Requires 5 years of relevant experience, including one year of supervisory experience.

Position requirements include proven skills and experience:

• Coordinating events and rotation schedues.
• Overseeing budgets, processing payments and reimbursements.
• Working closely with and engaging faculty to support medical education, contributing to a positive learning environment.
• Advanced planning, interpersonal, communication, organizational skills and sound judgement.
• Utilizing various software applications including Word, Excel, Outlook, and database management, as well as proven experience using MS Teams, Zoom, MedSIS or equivalent technologies.
• Coordinating and overseeing resident recruitment via CaRMS, and liaising with the College of Family Physicians of Canada, the Royal College of Physicians and Surgeons, and the Michael G. DeGroote School of Medicine.
• Demonstrated ability to handle a diverse workload in a high-volume environment, effectively balancing competing priorities.
• Understanding of the policies and procedures of the University and knowledge of Family Medicine and Postgraduate Medical Education Programs.

The successful candidate has at least five years of experience working in an academic or clinical setting with medical trainees. Experience working in a distributed education model is preferred.

Preference will be given to candidates who embody our values: Honouring and respecting others and ourselves, practicing creativity and courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

This position requires a flexible working schedule which may include evenings, early morning and weekends, as well as occasional travel.