Women’s College Hospital is the first and only independent, academic, ambulatory care hospital in Ontario with a primary focus on the health of women. If you’re ready to be part of the future of healthcare, then you will want to join an institution in which the possibilities for creative innovation, breakthroughs in new thinking and groundbreaking work in academic ambulatory medicine are limitless. Women’s College Hospital is committed to patient safety as a key professional value and an essential component of daily practice.
WCH is one of the nine fully-affiliated institutions of the University of Toronto, one of the world’s largest, most productive academic health sciences centres. The Women’s College Hospital Department of Psychiatry is a small and mighty department that fills a unique role in the Toronto Academic Health Sciences Network (TAHSN) with our focus on the mental health of women, equity-deserving populations and their families. Our three main clinical programs are the Reproductive Life Stages (RLS) Program, the Trauma Therapy Program (TTP) and the General Psychiatry Program which all specialize in clinical populations and/or clinical mental health issues that are unique to women, disproportionately affect women and/or where there are specialized considerations related to sex and gender.
Summary of Duties:
• Provide administrative support to the senior leaders
• Coordinate and schedule meetings within WCH and external
• Manage electronic calendar for the Head of the Department of Psychiatry
• Organize internal and external meetings, speaking engagements, retreats, social events and lectures
• Schedule and support monthly meetings (e.g. Medical Staff Meetings, Education, Research Quality Improvement, Equity and more,)
• Book rooms, order food, prepare draft agendas, notify guests, prepare minutes and follow up action items
• Coordinate travel arrangements
• Update and maintain Web CV
• Draft, edit, proofread, format documents, correspondence, grants and reports
• Collect data and prepare reports as required including: Strategic Report; Annual Review; 5 Year Review, etc.
• Assist in arranging weekly grand round presentations & guest presentation for medical staff meetings
• Support other committees as required (e.g. Equity, Diversity, Inclusion & Belonging (EDIB), Group Video Visit and more)
• Provide hospital orientation and onboarding – office set up including ID badge, email, phone, network access; furniture and computer
• Ensure distribution lists are current
• Prepare and submit invoices for payment
• Track and arrange payment of all bills and expense reimbursements
• Create budget plan for funding
• Facilitate purchase of products for the lab
• Monitor all faculty university and hospital appointments and reappointments
• Gather, track and submit documents in a timely manner
• Keep schedule of deadlines and ensure deadlines are met
• Understand variations in requirements, ensure appropriate documents submitted
• Main liaison with the University and Medical Affairs to ensure department is current with requirements, changes to the process, and policies
• Draft letters of support for academic appointments, gather/track/submit required documents and submit on behalf of applicant, main point of contact between applicants and UofT Academic Appointments office
• Keep current on WebCV, University policies and procedures regarding recruitment, appointments, promotions and Continuing Faculty Appointment Review (CFAR), inform
• Send department-wide emails
• Provide Strategic Communications the information about staff announcements, awards, media events etc.
• Distribute call for nominations for annual awards and collect packages for review committee
• Assist in arranging presentations
The responsibilities described above are representative and are not to be construed as all-inclusive.
Qualifications/Skills:
• An undergraduate degree required
• 4+ years proven experience providing support to senior executive/administrators in an academic or hospital environment
• Front line experience providing administrative support to committees including taking minutes
• Experience in planning and organizing events, including large scale events for both internal and external attendees
• Experience with Web CV and CV preparation for granting agencies
• Exceptional proofreading skills
• Must have initiative; diplomacy and tact; experience dealing with highly sensitive and confidential matters is required
• Familiarity with the University of Toronto, its policies, procedures and their application preferred
• Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all
Women’s College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Aboriginal peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.
