Surgical Administrative Coordinator, Division of Urology

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built - nor could it be maintained - without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.

When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.

Don't miss out on the opportunity to work alongside the world's best in paediatric healthcare.

As an integral part of the Division of Urology you will coordinate surgical procedures for one or more Surgeon's practice. You will also provide administrative support, for the Surgeon(s) and the Division, which will have an impact on multiple functions and departments.

Here's What You Will Get to Do:
Surgical Accountabilities:

• Coordinate patient surgical procedures and complex schedules with accuracy and timeliness;
• Confirm all required pre-operative appointments and tests are completed before the surgery date;
• Ensure procedures are booked within acceptable Priority Access windows. This may require rescheduling existing procedures as circumstances dictate;
• Review various hospital surgical booking systems to ensure accuracy;
• Maintain accurate surgical waitlists;
• Liaise with families and patients, other departments, or health care providers, via telephone, in person, by email and/or mail to ensure patient is prepared for day of surgery;
• Assist in the scheduling of patients for pre-anesthesia screening and confirming completion of screening before day of surgery;
• Communicate impending surgical booking changes quickly and efficiently to fully utilize OR time and appropriately coordinate surgical resources;
• Coordinate Operating Room (OR) scheduling around in-patient and Operative Intensive Care Unit (OICU) bed availability;
• Book patient beds post-operatively (both internally and at external sites).
• Professional Accountabilities:
• Develop strong relationships and communicate with multiple-level contacts across several portfolios and throughout the Hospital to exchange/ report/analyze moderately complex information;
• Independently respond and collaborate with other areas to problem-solve/resolve conflicts and roadblocks, and independently or collaboratively propose solutions to ensure patients are treated as prioritized and within acceptable Access windows;
• Maintain exceptional rapport with external contacts such as patients, families, equipment vendors, other hospital sites, Children's Aid Society, and Health Canada to respond to time-sensitive issues;
• Respond to patient and family questions and concerns in a timely fashion.

Administrative Accountabilities:

• Maintain Surgeon's calendar; schedule and confirm appointments, anticipate time conflicts, and use judgement to reschedule meetings or appointments according to changes in priority;
• Arrange meetings with various multi-level attendees; organize meeting rooms, catering, audio visual and equipment as required;
• Prepare and distribute meeting agendas and minutes;
• Coordinate Surgeon's practice calendar; cancelling and adjusting clinics to match surgeon schedule;
• Coordinate and oversee projects from draft to implementation/completion;
• Process expense and credit card reimbursements;
• Provide ongoing support and coverage for other Coordinators within the Division.

Here's What You Will Need:

• Post-secondary degree/diploma in business or office administration or related field;
• Minimum five (5) years of senior administrative experience preferably in a health care setting;
• Ability to work in a fast-paced work environment with many interruptions and multiple priorities;
• Advanced analytical, evaluative, and critical thinking skills;
• Proven ability to prioritize work in an efficient and organized manner;
• Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint);
• Exceptional interpersonal, oral, and written communication skills;
• Demonstrated elevated level of judgment, tact, and diplomacy in interacting with a wide variety of internal and external stakeholders;
• Ability to work well independently, as well as in a team environment;
• Exceptional critical thinking skills with the ability to exercise discretion and confidentiality;
• Positive outlook and great collaborator;
• Strong work ethic and attention to detail;
• Self-motivation and ability to be proactive;
• A commitment to understanding and aiding in the pursuit of equity, diversity, and inclusion objectives.

Flexible workplace arrangements possible

Employment type: Full Time 1.00FTE, 35 hours per week, Contract 1 year

SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

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