Administrative Assistant & Clinical Student Placement Coordinator, Professional Practice

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023! Learn more at shn.ca

Job Description:

Reporting to the Director and Manager of Professional Practice, the Admin Assistant & Clinical Student Placement Coordinator provides high-quality administrative, secretarial and organizational support for program initiatives. This position requires the ability to exercise considerable judgement and independence to provide complex and confidential administrative support. The Admin Assistant & Clinical Student Placement Coordinator will assist with maintaining the department’s communications and correspondence, preparation and recording of meetings, generation/creation of reports, maintaining records and office filing systems, coordinating shipment deliveries and space requirements, overseeing and managing the program student clinical placement portfolio, ensuring TASHSN guidelines and recommendations are followed, and other related duties as required. The ideal candidate is a positive professional with excellent communication, organization, prioritization, and problem-solving capabilities.

Responsibilities:

• Overseeing the Professional Practice student clinical placement portfolio including the organization and facilitation of affiliation agreements, student placement acceptance/rejection, student account access, scheduling and booking of orientation spaces, and utilizing programs such as Alchemer and HSPnet to communicate with internal and external stakeholders on processes

• Build partnerships with academic partners, and be the point of contact for academic placement officers, clinical instructors and clinical health professional students

• Liaise with program Directors, Managers and Practice leaders for unit and department capacities and preceptors each term, and coordinate with security and information system departments for student access

• Establish close relationships with Human Resources and Organizational Development including, coordination of new hire onboarding, orientation, and specialty events

• Determine and establish office procedures, follow and maintain procedural documentation, and identify and recommend improvements in processes and procedures

• Support standard administrative operations such as mail processing, filing (electronic and paper), record keeping, faxing, photocopying, scanning, collating and organizing, and mail correspondence.

• Establish, implement and ensure appropriate systems are in place to enable the department's efficient operation. Identify and establish appropriate methods, systems, or formats for sorting, storing, and retrieving information files and/or documents.

• Preparation of complex minutes, agendas, and conference bookings including teleconference and MS Teams/Zoom setup

• Coordinating, scheduling and confirming appointments for the Director, utilizing considerable judgement and rescheduling according to changing priorities

• Coordinate administrative office operations. Ensure a professional look of the environment including the reliable operations of the communication devices of the department

• Design and produce effective and attractive communication and presentation materials such as tables, spreadsheets, charts and graphs, PowerPoint presentations, posters, flyers, and brochures under direction or with minimal direction for completion

• Order and maintain office supplies inventory and ensure accessibility. Prepare purchase requisitions, generate purchase orders, process and reconcile expenses and invoices. Assist with routing to the appropriate queues for approval

• Other duties as assigned

Requirements:

• Degree or diploma in office administration, healthcare or other related discipline.

• Minimum 3-5 years of recent working experience as an assistant, or secretary with working knowledge of medical terminology.

• Demonstrated proficiency with MS Office Excel, Word, PowerPoint, Outlook, Adobe, database applications.

• Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus: dealing effectively with internal customers, the community and regional partners.

• Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and coordinate multiple competing demands and deadlines.

• Proven decision-making and problem-solving skills to anticipate the needs of the Program and make recommendations to resolve issues

• Proven ability to handle sensitive and confidential issues and information professionally

• Demonstrated ability to work with minimal supervision, perform well in a hectic and stressful environment, and have strong initiative and ability to follow up and follow-through on duties

• Previous experience supporting projects is an asset

• Previous experience with EPIC, SAP, Workday, UKG, Alchemer, and HSPnet is an asset

Accommodation and Diversity Statement:
Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike.
We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values.
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Learn more about our exciting opportunities by following SHNCareers on Instagram, Twitter, and Facebook.