Program Assistant - Centralized Equipment Pool

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada's largest pediatric rehabilitation hospital, and a top 40 Canadian research hospital. Serving over 8,500 families annually in both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview's vision is to support the most meaningful and healthy futures for all children, youth and families. We are an academic hospital, fully affiliated with the University of Toronto. All clinical staff are expected to contribute to the academic agenda through one or more of the following activities: supervising students, teaching, academic service, scholarship and research.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

The Position:

The Centralized Equipment Pool (CEP) Program Assistant position provides support to the Director, Manager and the rest of the CEP team. CEP is operated by Holland Bloorview and is located at 20 Banigan Dr, East York, ON. CEP supports 27 Augmentative and Alternative Communication (AAC) clinics across Ontario providing communication equipment to clients.

Key Responsibilities

• Oversees the reception and handles phone inquiries (general, client payments, etc.)
• Handles the triage of faxes and/or electronic documents and distributes them to the appropriate team members
• Completes bi-weekly payroll through the Meditech system and responds to payroll inquiries and requests
• Adds new clients into the 4D information system when needed
• Receives, charges, and records payments
• Checks the general information and electronic requisition email addresses daily
• Oversees month-end mailing including folding and stuffing mailouts
• Supports collections (accounts receivable) of leasing and sales clients
• Prepares meeting agendas and meeting minutes
• Oversees and regularly updates the AAC clinic staff list and the Clinic Mandate list
• Submits electronic claims and invoices to ADP (lease and purchase) and provides necessary follow-up with the clinic when required
• Provides vacation coverage for Leasing Coordinator and Purchasing Agent when needed
• Assists the education team with the organization and running of workshops
• Oversees education course registrations payments working closely Finance team
• Checks completeness of Individual Authorizer (IA) applicants
• Sends course completion letters/certificates to clinicians as directed by the Education team
• Files client documents and other duties as assigned

Qualifications

• Office Administration or Administrative Assistant diploma or certificate
• One to three years administrative experience ideally in a health care setting
• Strong customer service background with some knowledge of basic accounting principles, and practices.
• Excellent communication skills both oral and written
• Fully proficient with Microsoft Office (e.g., Word, Excel, Power Point)
• Meditech software experience an asset
• Flexible and able to balance multiple priorities with a strong attention to detail
• Strong interpersonal skills and ability to work independently and as part of a team