This position plays a vital role by providing support to several busy academic physicians. The successful candidate will be a professional with past work in an education or medical field; is extremely computer literate; works cooperatively with others; is able to be proactive to meet the needs of those for whom they provide support; and will possess a keen attention to detail.

Responsibilities include, but are not limited to:

• Create, transcribe, type, and distribute correspondence, documents, presentations, and reports containing medical and education terminology, with attention to confidentiality and accuracy;
• Maintain and coordinate physicians' busy schedules that include clinical, academic and administrative demands, notifying multiple stakeholders when changes are required;
• Coordinate the schedules of physicians and trainees for education purposes;
• Update physicians' curricula vitae and teaching dossiers on a regular basis;
• Type and format research grant submissions ensuring deadlines are met;
• Book/coordinate events, meetings, appointments and travel arrangements. Take and produce minutes, as required;
• Answer phone calls, relay messages and redirect inquiries with follow-up as appropriate;
• Process incoming/outgoing mail. Collect and distribute clinical charts and correspondence;
• Establish and maintain separate office filing systems for each physician to ensure efficient storage and retrieval. Maintain current professional documentation for each physician;
• Regular contact, both written and verbal, with national and international organizations;
• Deal with other hospital and university departments, both written and verbal communication;
• Provide clinical administrative support for the physicians;
• Contribute to Departmental initiatives, including Communication and Wellness;
• Data entry, collate departmental academic teaching from various schedules to be entered into departmental database, communicate regularly with onsite/off-site faculty to ensure up-to-date academic teaching is tracked.

QUALIFICATIONS:

• Graduate of recognized Secretarial/Office Administration Diploma Program required, or other relevant post-secondary degree.
• Minimum of five years of experience in a related administrative role required, preferably in a medical and/or education field.
• Superior computer skills and an advanced working knowledge of Windows and MS Office.
• Experience with database entry/retrieval.
• Minimum 60 wpm with accuracy.

ASSETS:

• Excellent organizational and prioritization skills; ability to work independently within strict time lines, and the ability to handle multiple requests at the same time.
• Attention to detail and flexibility in meeting workload demands required.
• Demonstrated team player with strong interpersonal skills required.
• Demonstrated initiative, self-motivation and an ability to work with minimal supervision required.
• Ability to interact professionally with colleagues.
• Experience with Electronic Medical Records, ie. Accuro

Halifax Obstetrics and Gynaecology Office Services Inc. (HOGOS) is the entity which employs the majority of the administrative support team for the physicians of the Department of Obstetrics and Gynaecology. The Department operates as a part of Dalhousie University, IWK Health and Nova Scotia Health to: provide outstanding clinical care to our patients and their families; educate medical students and residents; and undertake important research.

The HOGOS offices are located in the Women's Site of the IWK Health Centre.

We offer a competitive compensation and benefit package.

Hours of Work: Monday to Friday, 8 am to 4 pm; Seventy-five (75) hours bi-weekly.

Please apply on or before September 30, 2024 with cover letter and resume. We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted.