Medical Administrative Assistant

University of New Brunswick; Fredericton; On-site; CAD 32,000 - 37,000; Part time

Job summary

University of New Brunswick's Student Health Centre in Fredericton is seeking a Medical Administrative Assistant to be the first point of contact for students, coordinating appointments, handling inquiries, and assisting clinicians.

Reporting to the Nurse Manager, you will support billing, medical records, privacy compliance, and ensure smooth clinic operations within a high-volume environment; 20 hours weekly, on campus, part-time ending April 30, 2027.

Qualifications

• Post-secondary diploma in administrative and/or office management, preferably in a medical environment.
• Minimum of three years related experience.
• Equivalent combination of education and experience considered.

Responsibilities

• Act as the first point of contact for students accessing the Student Health Centre.
• Provide welcoming, professional, and confidential service in person, by phone, and electronically.
• Respond to inquiries, screen and direct calls, book and adjust appointments, relay messages, and assist students in navigating clinic processes, services, and health insurance requirements.
• Provide administrative support to physicians, nurse practitioners, nurses, and allied health professionals to support efficient clinical operations.
• Prepare referrals, requisitions, medical forms, correspondence, and other clinic documentation.
• Coordinate the flow of information between students, clinicians, pharmacies, laboratories, and external health providers and assist with maintaining accurate clinical and operational records.
• Create, maintain, update, and securely manage confidential medical records and related documentation in accordance with privacy legislation, university policy, and professional standards.
• Ensure accurate collection, storage, retrieval, and release of health information while maintaining strict confidentiality and discretion in all interactions and record-handling practices.
• Process payments and reconcile daily billing related to Medicare, private insurance, student fees, and other health service claims.
• Complete and monitor billing documentation for accuracy and completeness.
• Support financial tracking processes and maintain operational statistics and reports.
• Assist in ordering supplies and equipment, coordinating mail, courier, laboratory, and fax communications, and identify administrative process improvements that enhance workflow and student experience.
• Contribute to a collaborative team environment and assist with additional operational duties as required.

Skills

Communication

Discretion

Teamwork

Education

Post-secondary diploma in administrative and/or office management

Tools

Microsoft Office

Electronic Medical Records

Job description

Closing Date: August 31st, 2026 at 4:00 PM

STUDENT HEALTH CENTRE

The Student Health Centre (SHC) falls within the Health and Wellness Division of Student Affairs and Services and offers a full range of family-practice-style medical services to students at UNB and St. Thomas University. The Heath Centre consists of physicians, a nurse practitioner, a registered dietitian, registered nurses, and medical administrative assistants. The Student Health Centre provides appointments year-round, team consultations, and provides support to the university and its members through preventative health education, community vaccination clinics (often in association with the Nursing Faculty), programming in alignment with the Department of Health and Public Health as directives are received, and a variety of other health & wellness endeavours.

What We Offer

Part-time | Term Ending April 30th, 2027| Fredericton| On-Campus

Standard Work Hours:

Mon - Fri | 8:15 am - 4:30 pm | 20 hours per week

Part-time schedule to be determined within the regular working hours, in discussion with the department.

Additional Working Conditions

• High-volume, fast-paced clinical environment.

Salary Range:

$23.10 - $27.03 per hour

YOUR FOCUS

Reporting to the Nurse Manager, the Medical Administrative Assistant is a first-contact service provider offering information and assistance to students accessing the services of the Student Health Centre. Working with the Nurse Practitioner and visiting health care professionals, the Medical Administrative Assistant assists in the operation and administration of the Student Health Centre.

• Act as the first point of contact for students accessing the Student Health Centre.
• Provide welcoming, professional, and confidential service in person, by phone, and electronically.
• Respond to inquiries, screen and direct calls, book and adjust appointments, relay messages, and assist students in navigating clinic processes, services, and health insurance requirements.
• Provide administrative support to physicians, nurse practitioners, nurses, and allied health professionals to support efficient clinical operations.
• Prepare referrals, requisitions, medical forms, correspondence, and other clinic documentation.
• Coordinate the flow of information between students, clinicians, pharmacies, laboratories, and external health providers and assist with maintaining accurate clinical and operational records.
• Create, maintain, update, and securely manage confidential medical records and related documentation in accordance with privacy legislation, university policy, and professional standards.
• Ensure accurate collection, storage, retrieval, and release of health information while maintaining strict confidentiality and discretion in all interactions and record-handling practices.
• Process payments and reconcile daily billing related to Medicare, private insurance, student fees, and other health service claims.
• Complete and monitor billing documentation for accuracy and completeness.
• Support financial tracking processes and maintain operational statistics and reports.
• Assist in ordering supplies and equipment, coordinating mail, courier, laboratory, and fax communications, and identify administrative process improvements that enhance workflow and student experience.
• Contribute to a collaborative team environment and assist with additional operational duties as required.

What You Bring

• Post-secondary diploma in administrative and/or office management, preferably in a medical environment.
• Minimum of three years related experience.
• An equivalent combination of education and experience may be considered.

Additional Strengths

• Ability to interact and communicate well in a discrete, friendly, non-judgmental manner with students of diverse backgrounds who have a variety of physical and emotional illnesses.
• Patience is needed to handle the high volume of telephone and house traffic.
• Ability to work well in a team environment while showing initiative and being proactive.
• Ability to work in a timely manner in a fast-paced setting.
• Proficiency in Microsoft Office (Word, Excel, Access, Outlook).
• Proficiency in electronic scheduling, medical record software or experience with Electronic Medical Records is required.
• Knowledge of university and community resources is an asset, as is a special interest in the late adolescent/early adult age group.