Administrative Officer

University of Ottawa Heart Institute; Ottawa; Hybrid; CAD 85,000 - 110,000; Full time

Job summary

A leading academic medical organization in Ottawa seeks a management professional to oversee its operations and ensure proper funding flow from health authorities. The ideal candidate will have a Master’s degree in health administration and substantial experience in governance and clinical research. Strong organizational and communication skills are essential. This is an on-site position with some hybrid potential.

Qualifications

• At least 5 years management in a health care setting.
• Experience organizing and managing peer-reviewed clinical research competitions.
• Governance experience as secretariat to a governance board.

Responsibilities

• Overall management and organization of UOHIAMO.
• Ensure flow of AFP funds from MOH to UOHIAMO.
• Organize annual UOHIAMO Innovations peer-reviewed research competition.

Skills

Proficient in MS Office Suite

Superb organizational skills

Strong drafting skills

Excellent communication skills

Adaptability

Understanding of Cardiovascular specialties

Education

Master’s degree in health administration

Job description

UOHIAMO Governance Board and Management Committee

Location

On site with some hybrid potential to be determined

Unit/Department

University of Ottawa Heart Institute Academic Medical Organization (UOHIAMO)

Description of the Organization

This is a separate entity of the UOHI Medical Staff known as The University of Ottawa Heart Institute Academic Medical Organization (UOHIAMO) which, while based at UOHI, is also a separate entity from UOHI. UOHIAMO is the group of physicians at UOHI who have agreed to participate in the provincial Alternate Funding Program (AFP) for academic physicians who work in Ontario Academic Health Science Centres (AHSC’s) such as the UOHI.

UOHIAMO is governed by its own Board and receives its funding directly from the Ministry of Health (MOH). This AFP Funding, which is flowed through an AFP to academic physicians, is intended to support academic sustainability (Recruitment and Retention of Academic Physicians) by recognizing their ongoing academic contributions in teaching and or research. At the provincial level it is governed by an AHSC AFP Template Agreement which sets out the terms of reference for all 17 AFPs across Ontario. Locally our UOHIAMO Governance Agreement serves as our bylaws which provide the terms of reference for our Board and Management Committee, along with our management policies/procedures, which govern our day-to-day operations.

Responsibilities

• Overall day to day management and organization of UOHIAMO. This position is accountable to and reports to the UOHIAMO Governance Board and Management Committee through the Board Chair and/or Chair of the Management Committee.
• As the title suggests, Alternate Funding Program (AFP), one of the main elements of this position is to ensure the flow of AFP Funds from the Ministry of Health (MOH) to UOHIAMO and on to Practice Plans which ultimately allocate AFP Funds to the Academic Physicians who are members of UOHIAMO.
• Organize and manage the annual UOHIAMO Innovations peer-reviewed clinical research competition.
• Serve as secretariat to the UOHIAMO Governance Board which includes ongoing and significant participation in the Governance function.
• Provide administrative support to the UOHI Medical Staff Group as required.
• Assist with the HOCC Program (the MOH Hospital On Call Funding program) by updating the HOCC rosters of each practice plan from time to time and such other duties as may be required.
• Since there is no Administrative Assistant to support this position, from time to time the Administrator will carry out such of these duties as may be necessary.
• Such other tasks/responsibilities as may be determined by the UOHIAMO Board or Management Committee from time to time.

Mandatory requirements and qualifications

1. Experience

• a) At least 5 and preferably ten years management in a health care setting (teaching hospital) dealing directly and primarily with medical staff.
• b) Experience organizing and managing peer-reviewed clinical research competitions.
• c) Governance Experience as secretariat to a governance board in a health care organization.

2. Education

Master’s degree in health administration (MHA) from an accredited university or equivalent; plus, an accounting degree or at least basic bookkeeping skills.

3. Skills

• a) Proficient in MS Office Suite (Word, Excel and PowerPoint). Plus, local email system/admin systems.
• b) Superb organizational skills with meticulous attention to detail.
• c) Strong drafting skills (policies, agendas, minutes of meetings, newsletter).
• d) Excellent communications skills written and verbal (to participate in meetings of the Board and Management Committee).
• e) Respect for and maintain confidentiality as required.
• f) Ability to initiate and manage multiple projects simultaneously.
• g) Adaptability: Must be able to prioritize tasks and also be flexible to shift/realign priorities as circumstances demand.
• h) Strong understanding of Cardiovascular specialties/sub specialties.
• i) Strong understanding of functioning of Academic Health Science Centers in Ontario and the medical staff within such a Center (patient care, teaching and research).
• j) Strong understanding of both a Medical Staff Division and a Medical Staff Practice Plan in a teaching hospital setting.
• k) Strong understanding of the MOH Alternate Funding Program (AFP) for medical staff working in a teaching hospital (Academic Health Science Centre) and;
• l) Competency in English required and French is considered an asset.

Personal suitability

• a) Able to take the initiative and work independently most of the time without constantly seeking direction from our Board or Management Committee.
• b) Must be comfortable working/interacting with all levels of Medical Staff, (including follow up on outstanding reports/other deliverables).
• c) Some flexibility in working hours on occasion (late day meetings after 5 PM).

Note: While the successful applicant will work in an office within the UOHI, he or she will be under the direct supervision of and be directly accountable to the UOHIAMO Board and its Board Chair and/or Chair of the Management Committee.

Duties and responsibilities

• Preparing meeting agendas, minutes and maintaining any related records and or documentation; including but not limited to preparation, drafting and revising policies and procedures.
• Preparing and making twice monthly payments (mid-month conversion of OHIP Billings and end of month AFP payment to support academic sustainability) including entry of all such payment data into our secure online bank account for transfer of funds to each of the participating practice plans.
• Monthly bookkeeping of all Funding flowing through the UOHIAMO bank account.
• Organize Annual Innovations Research competition; review all applications for completion before sending to Chair of Innovations Review Panel.
• Confirm membership of Review Panel and organize final review meeting of the Panel.
• Once approved by UOHIAMO Board, submit recommended proposals to IFPOC for final review.
• Once received from MOH, allocate annual Innovations Funding to Practice Plans in names of successful PI’s (subject to (d) immediately below).
• Ensure all PI Letters of Accountability are signed before release of Innovations Funding.
• Prepare and update UOHIAMO Innovations policies in response to Annual Provincial Innovations Guidelines from the provincial Innovations Committee (IFPOC).
• Annual collection of Academic Activities data and incorporation into the Academic Portion of the end of month AFP payment formula by April 30 each year.
• Working with the Financial officers of the respective practice plans, compile the Annual tracking of AFP Earnings (identified only by OHIP number) and submit those AFP earnings data to the MOH.
• Monthly monitoring of FTE counts to ensure accurate end of month allocation of AFP Funds.
• Monthly monitoring of Academic Funding Allocations by FTE and update that component of end of month AFP payments.
• Monthly monitoring of recruit status since eligibility for UOHIAMO Recruitment Funds ends after 2 years; and so, adjust the Recruitment portion of the end of month AFP payment as required.
• Ongoing monitoring of changes in FTE counts (retirements, change in FTE allocation, addition of new physicians, (recruits) all of which affect the overall FTE count and end of month AFP Funding.
• Annual Audit: Organize audit and provide relevant information to auditors followed by submission of Audited Annual Financial statement to MOH, late June early July along with other annual reports set out in 12), immediately below.
• Prepare other Annual Reports for submission to MOH: Annual Medical Staff Human Resources Report updated throughout the year, Annual AFP Earnings by OHIP Number (see 6 above) and Annual SRF Funding (Specialty Review Funding for our UOHI Transplant Program); all of which are submitted to MOH late June early July.
• Prepare and draft UOHIAMO Newsletter.
• AFP Chairs/Admin Zoom calls: Along with our Board Chair, attend and participate at these meetings virtually and prepare a summary to share with the Management Committee.
• Maintain a summary of all our HOCC rosters updated annually for submission to UOHI Finance Office. (Note: New Burden Based HOCC is coming.) and provide additional HOCC assistance as required, which may involve some elements of the new Burden Based HOCC system once details are known.
• Enrolment of new members into UOHIAMO: Conduct a detailed orientation meeting with each new member, which includes explaining the Disclosure and Consent Form (D and C form) before a new physician signs that form. Provide additional Orientation materials (bylaws and polices) plus the “Welcome Letter” from our Governance Board, once the recruit has been enrolled.
• Submission of signed Disclosure and Consent Form to the MOH (SPCU) Registration Management office. Once received, the MOH (SPCU) Registration Management office will enroll the new physician in the relevant AFP In Scope Billing groups which are required to process OHIP billings.
• Provide administrative support to the UOHI Medical Staff Group as needed (including preparation and distribution of Notice of Annual Meeting, agenda preparation, drafting of minutes, and updating Annual Corporate Change Notice with the Ontario Business Registry).

Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ+ community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.

According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.

The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of COVID-19 vaccine.