Admin Assistant Medical Leadership Medicine Dept Admin

The Administrative Assistant provides high-level support to the Physician-in-Chief department within St. Michael’s Hospital Department of Medicine, working closely with the Senior Administrative Assistant. The role involves managing complex schedules, coordinating meetings and committees, and liaising daily with internal and external stakeholders to ensure the efficient operation of the office.

• Manage the Physician-in-Chief’s busy schedule, coordinating meetings, handling last-minute changes, and prioritizing competing demands in a fast-paced hospital environment with discretion and efficiency.
• Assist with departmental physician recruitment initiatives, including coordinating and scheduling interviews with executive leadership, hiring managers, search committees, and candidates to ensure a smooth and professional hiring process.
• Coordinate onboarding for new physicians within the department, ensuring a smooth and organized transition.
• Support physician retention by monitoring and managing contracts, ensuring all agreements are set up accurately, renewed on time, and do not expire.
• Plans and coordinates meetings, projects, and events in a busy hospital department, managing schedules, materials, and logistics. Oversees in-person and hybrid meeting setups and ensures all audio/visual and video conferencing requirements are in place.
• Manages catering and meal arrangements for regular departmental meetings.
• Weekly Zoom Webinar Facilitation & Medical Grand Rounds Coordination:
  Provides technical coordination and live support for weekly Zoom webinars, including scheduling sessions, configuring webinar settings, managing registrations, and moderating meetings. Manages audio/visual troubleshooting, screen sharing, recordings, and chat and Q&A functions, and ensures a professional virtual experience for all participants. Tracks attendance for each session and coordinates the organization and distribution of end-of-year participation certificates.
• Acts as a key liaison with the University of Toronto, Department of Medicine Office, and internal stakeholders to support academic and administrative processes. Coordinates activities related to the Continuing Faculty Appointment Review (CFAR) process, ensuring documentation, timelines, and requirements are met. Communicates regularly with faculty and administrative partners, responds to inquiries, and assists with scheduling and coordinating meetings as required.
• Departmental Website Maintenance & Content Management:
  Responsible for the ongoing maintenance and regular updating of the departmental website to ensure content is accurate, current, and aligned with institutional standards. Duties include updating text, documents, and announcements; coordinating with departmental stakeholders to gather and post content; ensuring consistent formatting.
• Departmental Weekly Newsletter Coordination:
  Responsible for the strategic planning, compilation, editing, formatting, and distribution of a weekly departmental newsletter for internal and external audiences. Ensures all content is accurately edited, consistently formatted, visually well-structured, and professionally presented to enhance readability, clarity, and effective communication.
• Provides financial administrative support by preparing and submitting payment requisitions, tracking expenditures, and maintaining accurate financial records in accordance with hospital policies. Liaises with the Finance Department and vendors to ensure timely processing of payments, resolves discrepancies, and supports budget tracking and reporting to maintain smooth day-to-day financial operations.
• Collects and reports departmental data, prepares and edits routine documents and reports, and provides general clerical support such as filing, photocopying, scanning, and mailings to support daily office operations.
• Serves as the primary point of contact for internal and external inquiries to the Physician-in-Chief’s office, effectively triaging issues, responding to requests, and resolving matters independently whenever possible before escalating to the Physician-in-Chief.
• Performs cross functional and other duties as…