Administrative Assistant Ii - Family Medicine Administration

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

This is a Regular Full-Time position
Type: Replacement

An exciting Regular Full-Time opportunity as an Administrative Assistant exists in the Department of Family and Community Medicine (DFCM) which includes the Women’s College Hospital Academic Family Health Team (WCHAFHT), which is one of the largest Family Practice Units within the University of Toronto with over 40 Staff Physicians, 30 Residents and Fellows, and associated Healthcare Professionals and Support Staff. This position reports to the Department Head for Primary Care or designate. The Administrative Assistant provides administrative support to the Department Head, Primary Care and WCH Department of Family and Community Medicine.

Summary of duties, but not limited to:

• Works collaboratively with physicians and leaders across the Department, its programs, the hospital, and other partner groups such as the WCH Foundation
• Is an active partner in leading priority projects across the Department and its programs
• On behalf of the Department Head, actively manages relationships with internal and external partners, such as the hospital more broadly, the Ontario Health Team, Ontario Health, and the Ministry of Health
• Ensures efficient operation of the DFCM administrative office organizes and maintains electronic and paper information filing/retrieval methods, systems or formats; the production of complex documents/materials. Assists with the planning and implementation of the Administrative Office priorities by developing standardized procedures and ensuring program deadlines and deliverables are achieved.
• Coordinates and supports relevant communications including preparing documents and other relevant material
• Provides program information to physicians, leaders, staff and learners. Responds to general inquiries and communications (example calls, messages, emails, etc.) in a timely manner.
• Enters relevant data from all sources (Word, Excel, meetings minutes, reporting metrics) into relevant system and generate monthly reports accordingly.
• Supports the onboarding of new Family Health Organization (FHO) for primary care program members including onboarding and billing setup in partnership with key partners.
• Supports physician credentialling and onboarding processes
• Supports the preparation of various reports such as Departmental and Board reports
• Support the preparation of minutes and agendas for meetings
• Coordinates events, co-lead special projects or initiatives and liaises with other departments across the organization accordingly
• Assists in maintaining accurate records of all receivables, invoices, supporting documentation and statements in accordance with office records retention policies and practices.
• As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications/Skills:

• Post-secondary degree/diploma required
• 2-5 years recent related experience in hospital administration
• Demonstrated experience working with and supporting hospital leaders and physicians.
• Must have excellent organizational and administrative skills with strong attention to detail.
• Knowledge of health care, organizational/office practices, procedures, and standards required.
• Ability to produce high quality work in accordance with Hospital/DFCM standards required.
• Ability to maintain confidentiality required.
• Well-developed skills in the Microsoft suite of products.
• Advanced communication and interpersonal skills, able to verbally communicate in an efficient manner.
• Demonstrated experience in primary care administration and problem-solving required.
• Demonstrated experience in facilitating and supporting event planning, and quality improvement initiatives.
• Good work and attendance record required.
• Demonstrated alignment with WCH vision mission and values.
• Proven punctuality and attendance record.
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Ability to work independently in a focused team environment under the direction of the financial administrator.

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women’s College Hospital may use artificial intelligence (AI) or automated decision-making tools during various points in the recruitment and selection processes. Please note that third-party job boards may apply their own automated features when displaying or promoting this posting. Women’s College Hospital has no control over these external platform tools.
If you suspect any recruitment related advertising, communication or content did not originate from Women’s College Hospital, please report it immediately by providing the relevant details to WCH Job Advertisement Fraud Reporting Form.
Employment at Women’s College Hospital is conditional upon the verification of credentials, completion of a health review, and proof of immunity and vaccination status for vaccine-preventable diseases, in alignment with WCH Communicable Disease Surveillance protocols. Successful candidates will be required to complete the Employee, Physician and Volunteer Immunization Record Submission Form and the Pre-Placement Health Review Form prior to commencing employment. Submission instructions will be provided in the new hire package and all requirements must be satisfied prior to commencing employment.
Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.