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Job postings: Non Union

Administrative Coordinator (192836)

Posted: 11/12/2019 8:38:05 AM

We currently have a Regular Part-Time opportunity for an Administrative Coordinator in the Hurvitz Brain Sciences Program at our Bayview Campus.

A rapid access addictions medicine (RAAM) clinic is a low-barrier, walk-in clinic that patients can attend to get help for a substance use disorder without an appointment or formal referral. RAAM clinics provide time-limited medical addiction care (including pharmacotherapy, brief counselling, and referrals to community services). Sunnybrook RAAM is part of a network of clinics across the province. The Sunnybrook RAAM is expanding to provide three half day clinics and is recruiting new members of the inter-professional team to play a role in this exciting initiative.

The administrative assistant is an integral member of the team, working collaboratively with physicians, nurse practitioners, counsellors, and peer support workers. The position is well suited to a self-starter with strong organizational and communication skills who enjoys being part of building new services, building partnerships internally and externally and working with diverse communities.

The successful candidate will be responsible for:

  • Scheduling and coordinating clinics for multiple physicians/ residents/ fellows/allied health using Outlook, scheduling software and patient registration system
  • Greeting patients, answering patient queries and managing waiting room during clinic hours
  • Responding to phone, e-mail and fax inquiries, and other medical related administrative duties as assigned
  • Supporting outbound referrals as needed
  • Collecting and reporting clinic data (visits, referral source, etc)
  • Direct communication with patient’s primary care providers on an as-needed basis.
  • Prioritizing urgent tasks and requests from physicians
  • Coordinating and providing support for program development activities including scheduling meetings, coordinating materials, collection of data


  • Post-secondary degree or diploma in Office Administration, or recognized equivalent, or a combination of education and experience
  • Demonstrate advanced working knowledge of Microsoft Outlook, Word, Excel
  • Minimum of 3 years in administrative assistant role (academic or community hospital experience is preferred)
  • Demonstrate ability to take initiative and act independently using sound judgment as well as accepting direction
  • Demonstrate excellent written and oral communication skills and good team player skills
  • Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency
  • Good interpersonal skills and ability to relate to and work well with a diverse group of individuals including patients and family members
  • Tact and discretion in dealing with sensitive and confidential issues
  • Desire and ability to take on new and added responsibilities
  • Ability to maintain strict confidentiality
  • Knowledge of medical terminology is helpful

Sunnybrook Health Sciences Centre is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Health Sciences Centre is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.