Intermediate Medical Office Administrator

University of Ottawa; Ottawa; On-site; CAD 62,000 - 78,000; Full time

Job summary

The University of Ottawa is seeking an Intermediate Medical Office Administrator to support nurses and physicians within the Student Health and Wellness Centre. This role involves preparing examination rooms, assisting with patient intake and clinical tasks, and handling confidential medical records to ensure coordinated care for students.

The position requires bilingual fluency in French and English, strong organizational and communication skills, and experience with EMR systems.

Qualifications

• Postsecondary education in medical administration/secretariat or equivalent.
• Minimum of three years of experience in a similar role, preferably in a medical clinic or post-secondary institution.
• Bilingualism: French and English with proficiency in both oral and reading comprehension.

Responsibilities

• Clinical Support: prepare examination rooms, assist with examinations and testing, and record vital signs with discretion.
• Medical Records Administration: maintain confidential charts, manage referrals, and update patient files and reports.
• Other administrative responsibilities: reception duties, document procedures, improve workflows, and support onboarding of new staff.

Skills

Bilingual: French & English

Customer service experience

Discretion

Organizational skills

Interpersonal communication

Teamwork

Education

Postsecondary education in medical administration/secretariat

Tools

EMR systems (Telus PS Suite OSCAR Purkinje)

Job description

Job Details

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): 12

Job Family: Health and Wellness

Number of Open Positions: 1

Faculty/Service - Department: Student Affairs, Health and Wellness Centre Operations

Campus: Main Campus

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/10/05

Application deadline: 2026/10/16

Hours per week: 35

Salary Grade: SSUO Grade 07

Salary Range: $62,027.00 - $78,349.00

About Student Affairs

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more! There’s nothing more rewarding than helping future generations reach their full potential at a world‑class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

About the position

The Student Wellness sector at the University of Ottawa adopts a stepped‑care approach with a mission to promotion prevention, provide health care and increase health literacy for optimal student wellness and academic success. Through collaborative efforts, we design and offer innovative programs, initiatives, and services tailored to address the diverse needs of our student population. From awareness campaigns to specialized wellness services, we aim to empower students to make informed choices about their health and wellness. This position may require evening and weekend shifts, depending on the Center’s hours of operation and operational needs.

Position Purpose

Reporting to the Clinical Manager, Student Health and Wellness Centre, the Intermediate Medical Office Administrator (MOA) provides comprehensive medical and administrative support to nurses, physicians and allied health professionals in enhancing and coordinating patient care. The role requires sound judgment, discretion, and a high degree of coordination to support interdisciplinary clinical teams, ensure continuity of care, protect personal health information, and respond appropriately to students. MOAs must handle sensitive health information and documentation, coordinate critical and time sensitive referrals and labs, and execute billing functions in a timely manner.

In this role, your responsibilities will include:

• Clinical Support Prepare examination rooms according to appointment types, including cleaning and setting up the necessary medical equipment, following established procedures and protocols. Ensure all rooms are consistently equipped with adequate medical supplies and replenish as needed. Lead patients into clinical rooms. Provide assistance to students in completing documents and medical history forms. Take and record patient vital signs. Complete intake and health history forms. Assist healthcare providers with examinations and other clinical tasks (ex: urine testing, vitals, documentation) as directed. Conduct follow‑ups as required for test results and other confidential documentation. Communicate test results to students when directed by health care professionals. While interacting with students, apply a trauma‑informed approach to recognize and respond to situational distress while connecting students to appropriate services and resources as required.
• Medical Records Administration Maintain an effective and confidential filing system by opening patient charts, ensuring that all documents are handled with care and appropriately added to these charts. Proactively and autonomously prepare reports, invoices, financial statements, letters, case histories, and medical records. Receive/send requests for consultations and investigations from health care providers outside of the Student Health and Wellness Centre. Fax or email referral forms and appropriate documentation, schedule appointments for students and update the student e‑file. Coordinate and process all incoming and outgoing communication regarding referrals. Maintain up to date pending test reports and monitor pending tests and referrals. Flag urgencies to management to ensure safe and timely patient care.
• Other administrative responsibilities Support front‑end functions as required including reception duties, answering phones, and registering students upon arrival. Draft and/or update internal procedures, job aids, and administrative documentation related to clinical operations to ensure consistency, risk mitigation and compliance. Identify operational gaps and recommend improvements to workflows, service delivery, and client experience as part of the role’s ongoing responsibilities. Support the onboarding, training, and informal coaching of new staff and student employees to ensure safe and effective front‑line service delivery. Coordinate inventory of medical supplies by anticipating the supply needs of the clinic at different periods of the year and ensure orders are placed accordingly. Use knowledge and judgement in identifying any faulty equipment that needs to be replaced.

What You Will Bring:

• Postsecondary education in medical administration/secretariat or an equivalent combination of education and work experience.
• Minimum of three (3) years of demonstrated experience in a similar role, preferably in a medical clinic or post‑secondary institution.
• Bilingualism: French and English (spoken and written). To be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
• Experience in customer service.
• Experience with an Electronic Medical Record system (EMR) (i.e. Telus, PS Suite, OSCAR, Purkinje).
• Experience in a medical clinic.
• Strong interpersonal and communication skills.
• Experience working in an environment requiring the exchange and protection of highly confidential information.
• Discretion.
• Reliability and good judgment.
• Excellent organizational skills.
• Ability to produce high quality work under pressure while meeting tight deadlines.
• Knowledge of computer systems and software, including financial systems, spreadsheets, and databases.
• Excellent problem‑solving skills.
• Demonstrated ability to work both effectively as a member of a team and independently.
• Excellent time management and prioritizing.
• Ability to handle difficult situations with professionalism.
• Elevated work ethic.

Key Competencies at uOttawa

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self‑starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Diversity and Inclusion Statement

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier‑free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Employment Terms

Full-time, Permanent

Work location: Main Campus

Hybrid/remote arrangements: None specified.

Rights and Eligibility

Right to work: Must be a Canadian citizen, permanent resident, or hold an appropriate work permit.

Other eligibility: Candidates must satisfy eligibility for the position, and the University may require background checks, security clearance, and other compliance procedures.

Benefits

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.