EA to VP/DM, Operations Manager, and Finance & Risk Manager for Edmonton Buildings District

Executive Assistant to the VP/DM and senior managers. Office Coordinator for office size of 30.

 Schedule and coordinate Divisional Director and 10 divisional physician calendars including travel, meetings, presentations, clinic days, vacations, and on-service information and regularly ensure they are up-to-date Prioritize workload and conflicting deadlines in an atmosphere of constantly changing focus and priority Prepare and manage the divisional on-service schedule for 8 physicians working around 3 specialties and academic requirements Work with all levels of staff and stakeholders to organize a wide range of meeting requirements and details at various locations both on and off campus Prepare and distribute divisional absence notices for Chair’s Office Prepare and edit agendas, minutes, email, memos, letters and other correspondence Provide support for various recurring division meetings chaired by Divisional Director or divisional physicians Ensure divisional physicians Curriculum Vitaes are accurate and up-to-date Access patient information using NetCare and eClinician, ensuring discretion and confidentiality Collaborate with all levels of staff within Alberta Health Services and the University of Alberta to obtain information and respond to queries Responsible for all aspects of planning and preparation for special hosted events, meetings, retreats, and guest speakers Assist with grant processes for submission to various granting institutions and their various deadlines and regulations Complete article searches and reference preparation using PubMed, RefWorks and Google Perform monthly accounting and reconciliation tasks for 9 accounts Triage incoming phone calls from physicians, families, labs, and industry

 Prioritized workload and conflicting deadlines in an atmosphere of constantly changing focus and priority Worked with all levels of staff to organize wide range of meeting requirements and details Arranged and organized all aspects of national and international travel  Scheduled and coordinated Medical Director’s calendar including travel, meetings, presentations, clinic days, site visits, dossier review, meetings and personal appointments, and ensured it was up-to-date Worked with Weight Wise Clinic to schedule time in the clinic with patients, and to arrange for student or doctor shadows Ensured Medical Director’s Curriculum Vitae was accurate and up-to-date Prepared expense claims for signature and submission to appropriate department or outside contact for reimbursement Prepared patient billing for submission to The University of Alberta Coordinated and scheduled incoming media requests with appropriate Communications personnel Assisted with preparation and editing of minutes, presentations, email, memos, letters and other correspondence Responded to, monitored, and tracked general inquiries and requests from all levels of staff, the public, and outside agencies to ensure appropriate action was taken Assisted with planning and preparations for special events, meetings and retreats Provided support for regular site meetings chaired by Medical Director Ensured routine office operation duties were completed