Divisional Assistant - Queens University

Job Summary

Reporting to the Division Chair of Neurology, the Divisional Assistant, Neurology is responsible for providing administrative support to the Division Chair and will be responsible for the day-to-day operations of the Division of Neurology. The Divisional Assistant will also serve as a single point of contact for the Division in liaising with Division members, the Department of Medicine, other offices in the University, the Community and with the hospitals.

KEY RESPONSIBILITIES:

Support the organization and operations of the Division of Neurology:

• Act as the first point of contact for the Division, including screening Divisional email, fielding phone calls and greeting visitors, acting as a resource person to faculty, staff, students, residents, and others on numerous matters of process, policy, and direction. Initiate and/or prepare appropriate business correspondence, reports, and communications to same.

• Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply, and key inventory (orders and management), and coordinate catering orders.

• Organize ongoing division meetings and other related meetings, including taking minutes, booking rooms and ordering catering as required.

• Maintain filing systems for administration, medical literature, and any other Divisional material.

• Process and prioritize incoming and outgoing mail (including e-mail where needed} and referrals to (Division} Program.

• Enters, retrieves, and downloads data to generate a variety of reports, monitors, and reports trends for various indicators.

• Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits, and monitoring expenditures for the Division.

• Communicate on-call schedule to KGH/HDH Switchboard and the Department of Medicine. Enter the on-call schedule into PCS.

• Assist with the scheduling of clinical assignments for the Division physicians across all Neurology Medicine program areas, including on call.

• Provide reception/telephone support for calls, answering inquiries and providing appropriate direction within and outside the university/hospital while maintaining tact, diplomacy, and professionalism.

• Type correspondence and fax paperwork on behalf of physicians as needed.

• Keep track of Divisional Members schedules, including work at Kingston Health Sciences Centre and Providence Care Hospital.

• Coordinate and keep records of Divisional Members’ vacation, conference attendance and time off.

• Assist Divisional members in gathering data required to collate their annual reports. Organize meetings and preparation of materials related to Division members1 annual reviews. Take minutes at the meetings. Schedule Division members for rounds and educational assignments.

• Coordinate undergraduate teaching and clerkship program, including any lecture notes and materials for slides.

• Provide database support and collate materials for the development, monitoring and continuous improvement of the quality indicators for their Division and the Department/Program of Medicine.

• Support the administrative on-boarding of clerks I residents and other learners, such

as ensuring they have access to all systems.

• Post resources as directed to website.

• Any other duties as assigned by the Division Chair.

Support for the Division Chair:

• Assist in scheduling meetings, maintaining, and updating calendar as needed, keeping diary, booking travel.

• Assist in development of routine communications and presentations to a variety of stakeholders, such as collecting and collating information, or formatting documents and presentations.

• Liaise with Division Chair1s clinical secretary as needed.

• Maintain account books and assist in keeping track of Divisional accounts.

• General organization and support.

• Any other duties as assigned by the Division Chair.

REQUIRED QUALIFICATIONS:

• Two-year post-secondary program with previous relevant experience in an administrative position.

• Knowledge of university structure and familiarity with teaching hospitals would be assets.

• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Promotes diversity and inclusion within the workplace.

• Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations to resolve.

• Customer service orientation.

• High degree of initiative and ability to work both independently and as part of a diverse team in a large department which is closely integrated with the Southeastern Ontario Health Sciences Centre.

• Attention to detail, organizational skills, ability to prioritize work and meet deadlines with frequent interruptions.

• Computer skills including use of a variety of software packages (particularly word processing and spreadsheet applications, online scheduling programs and web-based technology}.

• Ability to learn new software as necessary and thrive in a dynamic work environment.

• Excellent interpersonal and communication skills (verbal and written} to interact with a diverse range of people in many contexts, including an ability to deal professionally and diplomatically with faculty, interprofessional team, staff, students, patients, and their families. Ability to convey information in a clear and concise manner.

• Communicate with tact, diplomacy, and adherence to strict confidentiality.

• Knowledge of bookkeeping and accounting practices.

DECISION MAKING:

• Respond to general inquiries, search out information or redirect to appropriate individuals when necessary.

• Set priorities with conflicting deadlines, decides on how to deal with new information at hand, exercises appropriate judgement to escalate to Director with appropriate recommendations for solution.

• Decide on content in correspondence.

• Provide information to students, staff and others who require suggestions.

• Scheduling decisions for medical presentations of the program in association with division members. This may include rescheduling issues, room booking, equipment booking, etc.

• Make recommendations regarding office administration procedures; suggest and help implement changes.