Administrative Assistant

University of Ottawa Heart Institute; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading cardiac care institution in Ottawa is seeking a Medical Office Administrative Assistant. This pivotal role involves managing patient referrals, organizing academic events, and providing support for research. Ideal candidates will have a diploma in Medical Office Administration and experience in healthcare, along with excellent organizational and communication skills. The position is open for application as needs arise.

Qualifications

• Experience as an administrative assistant, preferably in healthcare or academia.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Manage patient referrals, phone calls, and appointment bookings.
• Promote a patient-centered approach in all interactions.
• Provide administrative support for research projects.

Skills

Organizational skills

Communication skills

Interpersonal abilities

Proficiency in EPIC

Proficiency in Microsoft Office Suite

Problem-solving skills

Adaptability

Initiative in improving processes

Knowledge of medical terminology

Education

Diploma in Medical Office Administration

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.

To apply

Submit your application through our online portal by using the link below. Applications will be reviewed as the need arises for open vacancies, based on eligibility criteria.

What happens after you submit your application?

One you apply, your application is placed in our applicant pool. When thereare job openings, a search will be conducted in the applicant pool based on the roles or skills required. If your application matches the manager’s search criteria and current vacancy need, you may be contacted for an interview.

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.