Administrative Assistant Department of Emergency Medicine Regular Full-Time

Please note this positions is being posted on behalf of ACMS (Academic Clinicians Management Services). The employee hired would not be an employee of Sunnybrook Health Sciences Centre.

Position Summary

The Department of Emergency Medicine is seeking a highly professional proactive and exceptionally organized Executive Assistant (EA) to support the Chief and departmental leadership team within a busy and complex academic emergency medicine program.

Guided by our Visionhigh-quality emergency care that is equitable compassionate and integrated with the health systemand our Mission of team-based high-quality emergency care for everyone the EA plays a central role in enabling departmental excellence. The EA must embody our Values of Excellence Compassion Inclusivity Innovation Engagement and Integrity in all interactions and deliverables.

This role requires outstanding judgment discretion independence communication skills and comfort using a wide range of technologies to support fast-paced clinical academic and operational priorities.

Key Responsibilities

Executive & Strategic Support

• Serve as the primary administrative partner to the Chief ensuring communications and operations reflect departmental values of excellence compassion and integrity.
• Manage the Chiefs operational calendar triaging priorities and coordinating meetings across multiple organizations.
• Prepare briefing notes presentations correspondence and executive-level documents that support strategic priorities innovation and system integration.
• Build strong respectful relationships with physicians staff learners and external stakeholders.
• Complete other duties as assigned by the Chief

Governance Committees & Leadership Operations

• Organize and support departmental committees and strategic working groups.
• Prepare agendas assemble and distribute pre-meeting materials and record detailed minutes capturing decisions follow-up actions and alignment with departmental mission and values.
• Track and monitor action items to ensure timely completion.

Physician Recruitment Credentialing & Performance Management

• Coordinate all stages of physician recruitment including posting advertisements managing applications scheduling interviews and supporting selection committees.
• Prepare and manage credentialing reappointment and faculty appointment/promotion packages verifying licensing malpractice coverage and regulatory requirements.
• Support physician performance review processes by compiling documentation and organizing evaluation materials.
• Facilitate onboarding orientation and operational setup for new physicians ensuring a welcoming and inclusive experience.

Scheduling Education & Clinical Operations Support

• Support postgraduate education activities including resident scheduling rotation coordination evaluations rounds accreditation and academic event logistics.
• Assist with CPD Simulation and other departmental educational programs.
• Liaise with learners academic partners and hospital departments to ensure seamless educational operations that reflect our commitment to excellence and engagement.

Data Management Billing & Administrative Systems

• Maintain departmental databases and electronic filing systems with accuracy and integrity.
• Support physician billing processes (e.g. MOH registration non-OHIP reconciliation AFP documentation).
• Prepare operational statistical and quality improvement reports.
• Demonstrate comfort and proficiency using a wide range of technologies including MS Office Google Workspace electronic scheduling systems Zoom Adobe and emerging digital tools.

Communications & Executive Documentation

• Draft edit and proof high-quality written materials including leadership communications newsletters policy documents reports presentations and letters of support and reference.
• Maintain departmental mailing lists and ensure timely accurate communication with internal and external stakeholders.

Event & Executive Meeting Coordination

• Plan and execute departmental events such as leadership retreats faculty meetings CPD events and strategic planning sessions.
• Manage logistics technology scheduling catering and on-site coordination to ensure seamless execution.

Qualifications

• Undergraduate degree or post-secondary program in Executive/Office Administration or equivalent combination of education and experience ideally in a complex academic or healthcare environment.
• Proven ability to work independently managing multiple priorities and deadlines.
• Superior written and verbal communication skills with demonstrated experience drafting executive-level materials.
• Advanced proficiency with Microsoft Office Google Workspace electronic scheduling systems Zoom Adobe and other digital tools.
• Demonstrated comfort learning and adopting new technologies to support operational efficiency and innovation.
• Exceptional organization accuracy judgment and attention to detail.
• Ability to handle sensitive and confidential matters with tact and discretion.
• Strong problem-solving skills and ability to meet tight deadlines.

Application Process

Interested candidates are invited to submit:

1. A one-page cover letter
2. Curriculum vitae
3. Names of two referees

We thank all applicants for their interest. However only candidates selected for an interview will be contacted. Sunnybrook Health Sciences Centre is an equal opportunity employer.

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1