Executive Administrator

Department of Surgery | The Ottawa Hospital; Ottawa; On-site; CAD 60,000 - 85,000; Full time

Job summary

The Ottawa Hospital's Department of Surgery, Division of Orthopaedic Surgery, seeks an Executive Administrator to provide comprehensive administrative, financial, and operational support to the Division Head and faculty. This role involves coordinating meetings, managing scheduling, onboarding, budgeting, and communications, with a focus on accuracy and discretion.

The ideal candidate has 2–5 years of healthcare-administration experience, strong organizational and communication skills, and

Qualifications

• Bilingual in English and French required.
• Post-secondary education or equivalent experience.
• 2–5 years of administrative experience, preferably in a senior or healthcare setting.
• Strong organizational, communication, and multitasking skills.
• Financial/accounting experience considered an asset.
• Proficiency in MS Office and ability to manage confidential information with discretion.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Provide day-to-day administrative support to the Division Head and faculty.
• Coordinate meetings, including scheduling, agenda preparation, document distribution, and minute-taking.
• Support physician onboarding, privileges, and reappointments.
• Organize divisional events (e.g., Grand Rounds, research day, visiting professors, and social events).
• Maintain divisional communications, including newsletters and website updates.
• Coordinate observerships, fellow travel, and academic schedules.
• Respond to inquiries and manage correspondence.
• Manage divisional bookkeeping and financial records.
• Support budgeting and financial reporting processes.
• Process payments (e.g., HOCC, stipends) and track contributions.
• Liaise with Finance to support reporting and budget preparation.
• Develop and maintain OR and clinic schedules using Petal.
• Ensure schedules are accurate, approved, and communicated.

Skills

Bilingual English-French

MS Office

Confidential information handling

Organizational skills

Communication skills

Multitasking

Education

Post-secondary education or equivalent experience

Job description

Vacancy Disclosure: Existing job vacancy

The Division of Orthopaedic Surgery within the Department of Surgery is seeking a highly organized and proactive Executive Administrator to support the Division Head and faculty members. This role provides comprehensive administrative, financial, and operational support to ensure the effective functioning of the division.

KEY RESPONSIBILITIES

Administrative & Operational Support

• Provide day-to-day administrative support to the Division Head and faculty
• Coordinate meetings, including scheduling, agenda preparation, document distribution, andminute-taking
• Support physician onboarding, privileges, and reappointments
• Organize divisional events (e.g., Grand Rounds, research day, visiting professors, and socialevents)
• Maintain divisional communications, including newsletters and website updates
• Coordinate observerships, fellow travel, and academic schedules
• Respond to inquiries and manage correspondence
• Manage divisional bookkeeping and financial records
• Support budgeting and financial reporting processes
• Process payments (e.g., HOCC, stipends) and track contributions
• Liaise with Finance to support reporting and budget preparation

Clinical Scheduling

• Develop and maintain OR and clinic schedules using Petal
• Ensure schedules are accurate, approved, and communicated

QUALIFICATIONS

• Bilingualism (English and French) required
• Post-secondary education or equivalent experience
• 2-5 years of administrative experience, preferably in a senior or healthcare setting
• Strong organizational, communication, and multitasking skills
• Financial/accounting experience considered an asset
• Proficiency in MS Office and ability to manage confidential information with discretion
• Ability to work independently and collaboratively in a fast-paced environment

COMMENTS TO APPLICANT

We thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.

The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a

disability are available throughout the selection process.