Senior Administrative Assistant - Obstetrics

Job Description

Accountabilities:

• Manage the Chief of Obstetrics and Gynecology’s schedule, initiating the rescheduling of meetings to address urgent situations
• Prepare and communicate meeting agendas and take meeting minutes
• Schedule complex multi-party meetings, including audio-visual equipment and catering services as required, and liaise with external parties
• Format or prepare documents, reports, spreadsheets and presentations
• Develop memorandums and compose correspondence
• Conduct background research and compile data and information
• Develop and maintains paper and electronic filing systems, including filing of confidential information
• Collect, organize and report clinical/administrative data
• Assist and respond to public inquiries and complaints from patients, including coordination or responses to complaint investigation as required
• Process finance expense forms to maintain accountability; process stipends, etc.
• Process payroll for selected program staff
• Investigate budgetary and financial issues on behalf of the Chief/Site Chiefs
• Coordinate and support department rounds and quality of care and business meetings
• Coordinate program or department submissions for regular events, such as the education events and Accreditation, and participation of staff in mandatory training sessions
• Facilitate physician recruitment (arranging interviews, privileges, follow ups and references)
• Facilitate orientation of new physicians to the department (computer training, buddy shifts, parking, tour, obtaining ID badge)
• Coordinate the revisions of contracts and other departmental documents
• Procure and orders supplies and equipment, and manage storage and facilitate maintenance of items

Qualifications

• College degree/certificate in business administration, health care administration or related field
• Two to three years experience as an administrative assistant
• Advanced proficiency with office software, specifically Microsoft Office, the internet and electronic data management systems
• Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, while managing multiple priorities with strict deadlines while maintaining a positive attitude
• Demonstrated diplomacy in dealings with others even when responding to tight deadlines
• Problem-solving and judgment capabilities
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in learning the objectives of the program or department in order to add value to the operations
• Required to travel between and work at all Osler sites
• Flexibility to meet the needs of a fast-paced department
• Demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Additional Information

Hours: Currently days onsite (subject to change in accordance with operational requirements)

Annual Salary:
Minimum: $62,029.50
Maximum: $77,532.00

Application deadline: October 29, 2025

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at human.resources@williamoslerhs.ca.

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.