Administrative Assistant, Neonatology and Pediatric Critical Care - Permanent Full-Time (1.0)

cheo; Ottawa; On-site; CAD 36,000 - 45,000; Full time

Benefits offered by this job

Union representation (LiUNA)

Job summary

CHEO in Ottawa is seeking an Administrative Assistant to provide support to the Neonatology and Pediatric Critical Care divisions. The role includes calendar management, meeting coordination, travel arrangements, and financial clerical tasks such as billing and expense tracking.

The candidate will support HR processes for new staff, maintain filing systems, prepare reports, and ensure confidentiality. Bilingual English/French abilities are essential.

Qualifications

• Diploma in a relevant field is required.
• Approximately 12 months of related experience is preferred.
• Clinical terminology proficiency is essential.
• Bilingualism in English and French is essential.

Responsibilities

• Maintain calendar and schedule meetings and events, prepare documentation.
• Direct queries from patients/families and other stakeholders.
• Support HR processes for new CHEO staff and collaborate with the University.
• Assist with physician billing information when applicable.
• Develop and maintain office systems and monthly reports.
• Prepare annual program summary reports and coordinate meetings.
• Arrange travel and hotel for staff and visitors.
• Proofread documents and format reports; prepare spreadsheets.
• Perform financial clerical tasks such as billing and expenses.
• Support special events and maintain filing systems.
• Take on special projects as assigned by management.

Skills

Administration

Scheduling

Multi-tasking

Confidentiality

Bilingual (English/French)

Education

Diploma in relevant field

Tools

MS Office

Job description

Compensation Pay Range:

$26.43-$32.46

Job Description

Ottawa is built on un-ceded Algonquin Anishinaabe territory.

The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.

Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada’s Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

POSITION SUMMARY

The Administrative Assistant is responsible for providing administrative support to the Divisions of Neonatology and Pediatric Critical Care.

MAIN RESPONSIBILITIES

• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
• Maintaining awareness of the clinical program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
• Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
• Submitting required information to support physician billing (if applicable)
• Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
• Supporting the administrative aspects of program’s academic and research mandates
• Preparing annual program summary reports
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Prioritizing incoming mail and documents and distributing appropriately.
• Photocopying, collating, faxing and distributing documents.
• Proofreading documents for grammar and spelling.
• Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
• Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• Maintaining both electronic and paper filing systems
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Ordering supplies as required.
• Performing other duties as assigned.

QUALIFICATIONS

• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Clinical terminology proficiency (Essential)
• Knowledge of medical terminology (Preferred)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction (Essential)
• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)
• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English and French) (Essential)

* Please note you will be represented by the Laborers International Union of North America , (LiUNA 3000).

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [e-mail]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

Please note you will be represented by the Laborers International Union of North America , (LiUNA).

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [e-mail]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply, however, only those to be interviewed will be contacted.