Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. We provide excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders. Sinai Health is fully committed to a culture of belonging and an inclusive environment that attracts and retains a diverse workforce, at all levels of the organization that reflects the communities we serve. We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons, and those from diverse backgrounds and experiences. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let us know through the Accommodation Phone Line at 416-586-4800, ext. 7050, or email HiringProcessAccommodation.msh@sinaihealth.ca. At Sinai Health, we care, create possibilities and offer hope. Sinai Health is looking for an Administrative Assistant to the Senior Director (formerly referred to as Secretary to Director) to provide a high-level of administrative and organizational support.
The Administrative Assistant will be expected to exercise sound judgment and independence while managing day-to-day related administrative activities for the Senior Director of Pharmacy. The Administrative Assistant will demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills to ensure the success of the Pharmacy Department and Sinai Health as a whole in providing safe high quality person centered care.
Responsibilities include, but are not limited to:

• Organizes and maintains calendar/schedule for the Senior Director of Pharmacy and performs duties as assigned by the Senior Director of the Pharmacy for the general management of the Department
• Provides superior customer service when performing a variety of administrative and office management functions, including responding to internal and external inquiries
• Performs administrative duties such as handling mail and deliveries, ordering and managing office equipment and supplies, and managing document printing, copying, storage and retrieval for the Department
• In collaboration with the Drug Information Pharmacist, maintains current subscriptions, books and electronic references ordered for the Drug Information Centre and department
• Responsible for maintaining the staff directory and Department organizational charts and fan-out list
• Liaises with Human Resources, Occupational Health and Safety, Facilities and Security for general employee and Department matters
• Manages the Pharmacy intranet and Pharmacy staff\xe2\x80\x99s digital access, updating policies and procedures
• Supports orientation for new staff and residents with office procedures and system technology
• Establishes and maintains well organized filing system for the Senior Director of Pharmacy and the Department
• Produces routine financial documents, statistics and reports and reconciles invoices in Pharmacy Purchasing History
• Prepares invoices and billing statements and responds to billing inquiries from other hospitals and drug companies
• Arranges Department meetings, appointments, activities, events and training including creating agendas, coordinating materials, recording meeting minutes and booking facilities
• Coordinates Pharmacy interviews for new applicants
• Prepares Time Sheets in Ceridian Dayforce and pay adjustment forms for Sr. Director/Sr. Manager approval
• Coordinates Pharmacy Residency Program interviews and residency material with Education Coordinator
• Prepares monthly Drug Distribution Report, CIVA Accounts Summary, TPN Report for submission to Finance
• Keeps accurate records of workload measurement statistics under the direction of the Senior Director and Manager of Pharmacy.

Job Requirements

Job Requirements

• Successful completion of a college diploma in office administration or related from a recognized educational institution
• Applicants with proven equivalent training and experience may be considered
• A minimum of five (5) years of recent and related experience preferably working within a large and complex healthcare environment
• Office management and/or administrative support related to Pharmacy operations is an asset
• Advanced technical skills and proficiency in Microsoft Office (Word, Excel, Outlook, and Access); experience working with Ceridian Dayforce, and familiarity with drug names and nomenclature, etc. preferred
• Demonstrated attention to detail with a high degree of accuracy and ability to multitask
• Effective communication skills (verbal and written) to professionally represent Sinai Health; proven commitment to quality customer service
• Demonstrated organization and problem solving skills with the ability to prioritize competing demands
• Strong work ethic, professionalism, resourcefulness, reliability and diplomacy
• Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential and sensitive information and inquiries
• Demonstrated satisfactory work performance and attendance history