Medical Affairs Project Coordinator & Executive Assistant to Chief of Staff

Position Profile

Humber River Health. Lighting New Ways In Healthcare.

Since opening our doors in 2015 as North America’s first fully digital hospital, we remain unwavering in our belief that we can change the hospital where we work, the community where we live, and the world of healthcare beyond our borders. Serving a community of 850,000 residents in North West Toronto, Equity Inclusivity and active participation in the North West Toronto Ontario Health Team are key initiatives important to our Team. At Humber River Health, we use a custom combination of technology and clinical expertise to rebuild elements of care. We make technology work for staff and physicians; giving them more time to spend with patients, to eliminate inefficiencies, and to reduce the chance of errors. Humber River Health is formally affiliated with both the University of Toronto and Queen’s University and committed to becoming a community academic hospital. Clinical Excellence, Optimizing Care through Technology and Community Connection frame our Research Strategy.

At Humber River Health, we’re not hoping for a renaissance, we are making it happen. As part of our dynamic team, you can lead the way, as we continue our journey towards high reliability care!

Right now we are looking for a Medical Affairs Project Coordinator and Executive Assistant to Chief of Staff.

Employment Status: Full-time

Hours of Work: Normal hours of work will be days, Monday – Friday

Reporting Relationship: Director, Medical Affairs

Location: Humber River Health – Wilson Site Employee Group: Non-Union

Salary Range: $37.909 - $47.416

Position Responsibilities:

• Provide primary administrative support to the COS and Director, Medical Affairs; exercise confidentiality in the management and release of all information (e.g. perform administrative functions, conduct research, prepare reports, respond to information requests, organize Chiefs’ evaluation); participate in project assignments by the COS; facilitate the continuous operation and availability of the COS’ office equipment
• Act as the COS office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows; balance priorities; respond to issues brought forward by staff, patients, patient families, volunteers, etc.; de-escalate complaints and refer to leadership staff for resolution
• Greet and screen COS visitors to provide routine and general information, or redirect matters
• Liaise and collaborate with executives and other executive and program assistants to communicate information, and coordinate / participate in cross-functional projects
• Support special projects within assigned reporting structure; track project timelines against targets
• Produce documents for various audiences (e.g. policy and technical reports, charts, and presentations, templates) using software applications; assist in the coordination and compilation of packages for meetings involving the credentialed staff; monitor accuracy of materials content
• Develop and maintain organized filing systems; maintain records; locate files, documents, and other information
• Research topics and develop summaries / reports using internal and external resources (e.g. consultants, government boards, ministries, other hospitals, etc.)
• Prepare invoices
• Track and monitor reporting and other deadlines required to meet reporting and contract expiries, etc.; distribute reports according to requirements; set reminders for stakeholders
• Monitor key deadlines and deliverables as required
• Monitor and maintain office correspondence (e.g. e-mail, mail, courier packages, etc.); draft responses to general issues; coordinate resources to support Medical Affairs in addressing identified issues; compose or edit a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Produce documents for various audiences (e.g. policy and technical reports, charts, and presentations, templates) using software applications; assist in the coordination and compilation of packages for meetings; monitor accuracy of materials content
• Research data sources; prepare summary documentation to support departmental projects and initiatives; access and review corporate systems information to analyze data, and compile a variety of statistical and / or qualitative reports
• Collect invoices from physician leaders in respect of stipends and submit to Accounts Payable for payment
• Monitor expiration and any changes to stipend distribution in collaboration with Director of Medical Affairs
• Coordinate and monitor calendars (e.g. schedule meetings, arrange appointments, budget time, and provide reminders), including COS meeting management.
• Arrange corporate travel to conferences and other events (e.g. general business travel, flight itineraries, hotel accommodations, conferences and convention documentation) in compliance with corporate travel requirements and processes
• Coordinate and support meeting logistics (e.g. book rooms, catering, research and prepare agendas, prepare and distribute meeting presentations and materials, record and distribute meeting minutes); coordinate cross-functional agenda items for Medical Advisory Committee and other committees and meetings not specified, but may be required from time to time.
• Lead the scheduling and coordination of quarterly Grand Rounds

Qualifications:

• General Administration Diploma required, Health Administration preferred
• Undergraduate Degree in business management preferred
• 5 years of administrative and executive support service, Healthcare/hospital experience preferred
• Petal MD and Medical Terminology skills preferred
• MS Office (e.g. Outlook, Word, Excel, PowerPoint, Access, etc.), Microsoft Teams, Zoom
• Project Coordination experience preferred
• Business and Statistical analysis experience preferred
• Experience managing calendars and scheduling appointments
• Excellent organizational skills with demonstrated flexibility and adaptability
• Excellent problem-solving and interpersonal skills
• Strong customer service skills
• Demonstrates tact and diplomacy with the ability to maintain confidentiality of sensitive information
• Experience organizing travel arrangements and conferences
• Excellent attendance and discipline free record required.
• An understanding of equity, diversity, and inclusion principles as they relate to employee relations is an asset. Humber River Health values lived and learned experiences in addressing systemic barriers and advancing inclusive practices.
• An understanding of equity, diversity, and inclusion principles as they relate to health practices is an asset. Humber River Health values lived and learned experiences in addressing systemic barriers and advancing inclusive practices.

Why choose Humber River Health?

At Humber River Health, our staff, physicians, and volunteers are lighting new ways in healthcare. We are proud to be recognized as a part of Greater Toronto’s Top Employers by Mediacorp Canada Inc. We support employees by providing evidence-based leadership and cultivating a culture that consistently wows with our unwavering commitment to Staff, Physician and Volunteer engagement. We are a member of the Toronto Academic Health Science Network (TAHSN) and are deeply involved in research and academic collaboration. We are dedicated to high-quality patient care and demonstrate our values of compassion, professionalism, and respect.

Humber River Health is committed to creating an inclusive, equitable and accessible workplace that reflects the diversity of our communities. Guided by our strategic direction to embed equity, diversity and inclusion in everything we do – and to address systemic barriers – we foster a culture where everyone feels respected, valued and empowered to contribute.

We welcome applications from individuals of all equity-deserving groups, including Indigenous peoples, racialized communities, persons living with disabilities, women, 2SLGBTQ+ individuals and seniors. We recognize that diverse identities and perspectives strengthen our ability to deliver safe, innovative and compassionate care.

As an equal opportunity employer, Humber River Health complies with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. We do not discriminate on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, marital status, family status, disability, or any other protected ground.

Accommodations are available throughout the recruitment process and employment. Please contact our recruitment team to discuss your needs confidentially.

This position is being posted in response to an existing vacancy at Humber River Health.