Intermediate Medical Office Administrator

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

Job summary

The University of Ottawa’s Student Wellness sector seeks an Intermediate Medical Office Administrator (MOA) to provide clinical and administrative support within the Student Health and Wellness Centre on Main Campus.

Reporting to the Clinical Manager, the MOA coordinates patient care, maintains confidential medical records, prepares reports and invoices, and supports nurses and physicians in routine clinical tasks. Some evening and weekend shifts may be required to meet center hours.

Job description

Posting Reason: New Position

Job Type: Employee

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

Job Family: Health and Wellness

# 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

Applications must be received BEFORE (YYYY/MM/DD): 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 re