Administrative Assistant

University of Ottawa Heart Institute; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

Ottawa Academic Cardiology Management Corporation seeks an organized Medical Office Administrative Assistant to support cardiology teams. The role focuses on efficient administrative operations enabling clinicians to prioritize patient care, research, and education.

The position refers to a pool within this posting for open-ended needs, with opportunities to support referrals, scheduling, records, and research administration.

Qualifications

• Diploma in Medical Office Administration or equivalent education/experience.
• Experience as an administrative assistant, preferably in healthcare or academia.
• Proficiency in EPIC and Microsoft Office Suite.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.
• Knowledge of medical terminology and healthcare procedures.
• Proficiency in French is a significant asset.
• Act as an ambassador of UOHI and provide top-tier service.
• Adhere to patient privacy laws and handle sensitive information discretely.
• Demonstrate professionalism, reliability, and responsibility.
• Show initiative to improve processes and efficiency.

Responsibilities

• Manage patient referrals, calls, bookings, medical records, and testing.
• Answer patient questions and coordinate with departments as needed.
• Promote a patient-centered approach with empathy and efficiency.
• Organize academic events and manage guest lecturer logistics.
• Provide administrative support for research projects, including data entry.
• Handle submissions and correspondence for publications and proposals.
• Manage physician calendars and CVs; ensure access/renewals.
• Provide general admin support such as event planning, travel, and supplies.
• Collaborate with cross-functional teams to improve operations.

Skills

Organizational skills

Time management

Communication

Interpersonal abilities

Teamwork

Problem-solving

Adaptability

Initiative

Discretion

Education

Diploma in Medical Office Administration

Tools

EPIC

Microsoft Office

Job description

Ottawa Academic Cardiology Management Corporation

About us

At the University of Ottawa Heart Institute (UOHI), excellence in clinical care, education, and research is our standard. The Association of Academic Cardiologists at UOHI comprises a dynamic team of specialized cardiologists deeply committed to providing outstanding cardiac care, advancing medical knowledge through research, and nurturing future healthcare professionals through dedicated teaching. We are proud of our achievements in cardiac care and our contribution to the global medical community.

We are seeking highly organized and professional Medical Office Administrative Assistants to support our team of cardiologists. In this pivotal role, you will ensure efficient administrative operations within our service, allowing our specialists to focus on patient care, research, and education.

This position is an open-ended application for the role of Administrative Assistant within the organization. As the need arises for this position, we will refer to the pool of applicants within this posting.

Key responsibilities

Responsibilities may include, but are not limited to:

• Includes managing patient referrals, phone calls, appointment bookings, medical records, and arranging for required testing.
• Answer patient questions and concerns, and coordinate with necessary departments as needed.
• Promote a patient-centered approach in all interactions and procedures, with empathy and efficiency.
• Organize academic events, prepare materials, and manage logistics for guest lecturers.
• Provide administrative support for research projects, including data entry and document management.
• Handle submissions and correspondence for academic publications and research proposals.
• Manage physician calendar, CVs, ensure appropriate access and renewals are completed.
• General administrative support such as event planning, making travel arrangements, ordering supplies, etc.
• Collaborate with cross functional teams to complete necessary tasks or improve operations.

Qualifications and requirements

• Diploma in Medical Office Administration or equivalent combination of education and experience.
• Experience as an administrative assistant, preferably in healthcare or academia.
• Proficiency in EPIC and Microsoft Office Suite.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.
• Knowledge of medical terminology and healthcare procedures.
• Proficiency in French is a significant asset, reflecting our commitment to a diverse community.
• Act as an ambassador of UOHI, providing top-tier service to all stakeholders.
• Adhere to policies and laws regarding patient privacy and confidentiality.
• Handle sensitive information with discretion.
• Demonstrate professionalism, reliability, and responsibility.
• Exhibit strong problem-solving skills and adaptability in a fast-paced environment.
• Show initiative in improving processes for greater efficiency.

Employment statement

While our employees work in offices within the University of Ottawa Heart Institute, they are employed by the Ottawa Academic Cardiology Management Corporation.

We are an equal opportunity employer, celebrating diversity and are committed to creating an inclusive environment for all employees.

We encourage applications from all qualified individuals, including underrepresented groups.

Accommodations will be provided in all parts of the hiring process for those with specialty requirements.

Applicants should make their needs known in advance.