Office Supervisor

• Provide administrative support to the Medical Director, Respiratory Rehabilitation Respiratory, TB and Physiatry Physicians by coordinating meetings and teleconferences, performing literature searches, preparing international and collaborative manuscripts and presentations, Fellowships, Residents and students.
• Provide administrative support to the NSA Chair in Respiratory Research and Physiatry Research, by coordinating research grant expenditures, maintaining accounts, overseeing study payments, approving expenditures, research salaries and generating monthly to yearly accounting reports. Provide functional direction to researchers on resources available internally and externally related to their research.
• Provide RES laboratory support to achieve target business and operational goals.
• Assist with departmental budgeting by tracking all expenditures and assisting with annual preparations as well as maintaining Clinic supplies (office/clinical).
• Office Supervisors to provide cross-coverage during vacation/absences.
• Responsible for recruitment and performance appraisals of Unit Clerks and coordination of overall office operations including: staffing, planning and scheduling and the maintenance of cost centre budgets.
• Responsible for the day-to-day supervision of the unit clerks. Provides direction and consultation to the Respiratory Research Assistants, Fellows, Residents.
• Format letters, memos and other physician-related correspondence, draft and send e-mails and update calendars. Develop and maintain manual and/or computerized systems for tracking information.
• Manage the Physician's internal and external calendar by responding to meeting requests, scheduling/re-scheduling meetings and ensuring all relevant materials are received and/or provided in advance of the meetings/events and appropriately filed after meetings/events completion.
• Be aware of conditions and measures that may affect the safety of patients, residents, students, employees, volunteers, physicians and visitors including:

• Compliance with the safety standards of the hospital and applicable legislation
• Identification and prevention of safety issues and problems
• Taking corrective action, where possible
• Attendance at safety meetings/training/updates in accordance with the Centre's standards
• Monitor compliance and dialogue with staff regarding the prevention and identification of safety policies, standards and issues
• Where applicable, ensure the compliance and awareness of patient safety
• Ability to work in a manner that exemplifies the core values of UHN- West Park Healthcare Centre
• Responsible for monitoring and authorizing research grant expenditures.
• Responsible for Ambulatory Clinic budget tracking and assist with budget preparation.
• Responsible for Respiratory Physicians and RES Laboratories OHIP billing submissions and reconciliation.
• Distribute mail, photocopy and answer telephone.
• Ensure program areas are adequately stocked with supplies/resources and track utilization of same.
• Maintain patients' clinical records in accordance with WPHC policy.

• Community College Certificate Program (Administrative/ Business or Marketing)
• Minimum 3 -5 years related office and/or healthcare experience and experience transcribing and/or understanding/utilizing medical terminology knowledge of medical terminology
• Advanced computer skills (MS Word, Excel, Powerpoint, Outlook, Internet, Electronic Patient Record, Total Solution, Webex, Insight)
• Excellent communication, interpersonal and organizational skills (both written and verbal); resolution oriented
• Demonstrated ability to manage ongoing relationships with external and internal customers
• Knowledge of marketing principles
• Demonstrated leadership skills
• Ability to work independently without supervision
• Ability to prioritize workload within a multi-task environment with multiple demands while multi-tasking
• Evidence of satisfactory attendance and punctuality

• Budget management skills
• Good computer skills
• Good communication skills (written & verbal)
• Good attention-to-detail skills
• Ability to maintain effectiveness when experiencing change in work tasks or the work environment; adjust effectively to work within new processes, requirements, etc.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP

• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

University Health Network