Coordinator, Medical Staff Office

Halton Healthcare•Oakville, ON

7d•CA$67,382 - CA$84,254•Onsite

About The Position

The Coordinator, Medical Affairs, plays a central role in supporting a full range of Medical Staff Office functions including professional staff recruitment and interview logistics, onboarding and orientation for new professional staff, coordinating the credentialing and performance review process. Under the direction of the Director of Medical Affairs, the Coordinator will also provide administrative and project support to the Medical Staff Office on an as needed basis.

Requirements

Minimum 5 years relevant experience
Community College diploma in office administration or related field
Excellent written and verbal communication skills with the ability to foster strong working relationships and show a high level of tact and diplomacy
Ability to prepare meeting agendas, minutes and motions for the Medical Advisory Committee and Board of Directors
Proven experience in health care including customer service, customer relationship management and customer satisfaction
Effective planning and organizational skills with a demonstrated ability to set priorities
Well-developed organizational and time management skills; and the ability to work flexible hours on short notice
Ability to assume responsibility, work on own initiative and independently to bring assignments to successful conclusion
Proven accuracy and attention to detail
Ability to maintain confidentiality of personnel data
Ability to operate audio-visual equipment including videoconference set-up
Must be physically able to do the job
Satisfactory employment and attendance record
Computer fluency MS Word, Excel, Power Point, Outlook

Nice To Haves

Background in Medical Affairs and knowledge of Canadian medical school system and college licensing requirements helpful

Responsibilities

Provide administrative support for department tasks such as continuing medical education rounds/grand rounds, long service awards, and special projects.
Support the Professional Staff Association with administrative needs.
Respond to in-person, telephone, and email inquiries and support.
Produce and distribute correspondence, memos, letters, faxes, forms, and reports.
Maintain a high level of customer service in all interactions.
Coordinate and support meetings, including preparing required meeting materials, taking minutes as required, and ensuring requisite documentation is complete and available to support review and decision making for recommendations around new privileges, privilege changes, reappointments, etc.
Develop statistical reports of recruitment and retention and other human resources reports as needed.
Partner with Program leaders to initiate recruitment processes for approved positions.
Coordinate recruitment activities, including but not limited to posting of positions, screening applicants, scheduling interviews, booking meeting rooms, arranging catering, and preparing interview documents.
Attend interviews as required.
Support the coordination of professional staff onboarding and orientation activities.
Assist with credentialing processes including but not limited to offer letter creation, human resource plan management, coordination of hospital privileging and change of status requests, and accurate data management via CMaRS electronic database and committee reports.
Support the annual re-credentialing process for all professional staff and liase with external vendors to ensure appropriate timelines are met.
Process all appropriate correspondence regarding applications for hospital appointment including liaising with department Chiefs, practitioner licensure, malpractice, training verifications, references, etc., within a timely manner and in accordance with established policies and procedures.
Ensure all required documentation is received in a timely manner and is complete, tracking from date of application issue to date of review by the Board of Directors for both new applications and annual reappointment cycles.
Coordinate the professional staff performance review process for both 6 and 12 month reviews, including engaging with medical leaders and reviewers, compiling feedback and recommendations, building reports for various committees and professional staff members.