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

CHEO • Ottawa, ON

3d • CA$26 - CA$32 • Onsite

About The Position

CHEO is a global leader in pediatric health, serving over 500,000 children and youth annually. The Administrative Assistant, Clinical provides essential administrative support to a division chief, division, medical/clinical team, and/or clinical program. This role is crucial in ensuring the smooth operation of the division by managing administrative tasks, supporting HR processes, and facilitating communication.

CHEO's Research Institute is dedicated to world-class research, and the organization is recognized for its excellence in clinical care, research, and education. CHEO has been consistently recognized as a top employer in Canada and the National Capital Region, highlighting its commitment to its employees and the community it serves. The organization fosters a unique culture of dedication, communication, respect, and teamwork, offering a rewarding career with opportunities for professional growth and development.

Requirements

• Criminal Record Check (Essential)
• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Clinical terminology proficiency (Essential)
• 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)

Nice To Haves

• Knowledge of medical terminology (Preferred)
• Bilingualism (English and French) (Preferred)

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.

Benefits

• competitive salary and comprehensive benefits package
• unique culture that fosters dedication, communication, respect and teamwork
• place where your opinions will be respected, contributions valued and your initiatives rewarded
• family-friendly environment that supports you and your own family, as well as the children, youth and families we serve
• chance to grow — personally and professionally — through our comprehensive orientation program and on-the-job learning
• support for continued education and learning
• potential for a relocation reimbursement benefit
• truly unique work environment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree