Administrative Assistant, Genetics Temporary Full Time (1.0) (until March, 2027)

Compensation Pay Range:

$26.43-$32.46

Job Description:

Please Note: If you are a current CHEO employee with access to Workday please apply to this posting via the Workday application as an internal applicant using the Jobs Hub.

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone global leaders in pediatric health and is home to more than 6500 staff clinicians scientists and researchers as well as volunteers all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.

Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure CHEO combines excellence in clinical care research and education to advance seamless care thats provided where when and how it is needed. CHEOs Research Institute is dedicated to world-class clinical translational and basic science research covering a wide range of childrens health concerns. CHEO has been named Canadas best health-care employer by Forbes inand 2026 and is ranked second among Canadian hospitals on its list of Canadas Best Employers for multiple consecutive years. For the 14th consecutive year in a row the editors of Canadas Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500000 children and youth from Eastern Ontario western Quebec Nunavut and Northern Ontario.

POSITION SUMMARY

The Administrative Assistant Clinical is responsible for providing administrative support to a division chief division medical/clinical team and/or clinical program

RESPONSIBILITIES

• Providing administrative support to their assigned division chief medical staff clinical program and clinical program staff (RNs NPs etc) including calendar management minute taking correspondence etc.

• Maintaining calendar and schedule meetings appointments and/or events; prepare necessary documentation for meetings appointments and/or events; reschedule meetings appointments or events based on availability to avoid conflict with competing and changing priorities for the division chief

• Maintaining awareness of clinical programs and activities within the division in order to receive prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)

• Supporting the division with human resources processes for new CHEO staff and medical staff including recruitment hiring orientation onboarding workstation/office setup hospital privilege application and renewal. Collaborating with the University when appropriate.

• Preparing on-call schedules for the medical staff

• Setting up schedule for training testing interviews and onboarding for residents fellows medical students etc.; compiling evaluations

• Submitting required information to support physician billing (if applicable)

• Establishing developing and maintaining various internal office support systems such as electronic databases tracking systems filing systems monthly reports processing mail confidential files and BF systems

• Preparing annual divisional/program summary reports

• Inputting information provided by medical staff into their respective CVs

• Making arrangements for meetings such as scheduling use of board and conference rooms arranging or confirming attendance preparing material and coordinating catering.

• Making travel and hotel arrangements for staff and out-of-town visitors.

• Prioritizing incoming mail and documents and distributing appropriately.

• Photocopying collating faxing and distributing documents.

• Proofreading documents for grammar and spelling.

• Typing transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.

• Performing financial clerical functions such as billing reconciling accounts providing month end reports monitoring tracking and/or processing expenses related to travel claims invoices requisitions deposits receipts enrichment fund reimbursements etc.

• Participating in the planning of special events by booking venue scheduling speakers ordering catering audio visual equipment registration etc.

• Maintaining both electronic and paper filing systems

• Taking on special projects as assigned by the division chief including coordinating activities organizing functions preparing reports etc.

• Ordering supplies as required.

• Performing other duties as assigned.

QUALIFICATIONS

• Criminal Record Check (Essential)

• Diploma in relevant field (Essential)

• Approximately 12 months of related experience (Essential)

• Knowledge of medical terminology (Preferred)

• Clinical terminology proficiency (Essential)

• Bilingualism (English and French) (Preferred)

• Sound judgement the ability to prioritize and adjust as required; (Essential)

• Ability to anticipate needs as well as plan and prioritize work. (Essential)

• Ability to take initiative and work independently with minimal direction. (Essential)

• Ability to multi-task and complete tasks in a timely fashion; (Essential)

• Strong organizational skills (Essential)

• Detail-oriented (Essential)

• Discretion and a high degree of confidentiality; (Essential)

• Professional effective concise communication (both oral and written); (Essential)

• Comprehensive use of MS Office including word processing spreadsheet presentation email; (Essential)

• Use of a voicemail system photocopier multi-use fax machine. (Essential)

Timeline may be extended or shortened based on operational needs

* Please note you will be represented by the Laborers International Union of North America (LiUNA).

Effective March 29 2021 CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test practical exam or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process please contact Human Resources at . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

We thank all those who apply however only those to be interviewed will be contacted.

Please note you will be represented by the Laborers International Union of North America (LiUNA).

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process please contact Human Resources at . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply however only those to be interviewed will be contacted.

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 26 - 32