Medical Administrative Assistant | Medical Admin Support

Interior Health; Kelowna; On-site; CAD 49,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Career growth

Training funded

Vacation paid

Insurance premiums

Job summary

Interior Health (IH) is seeking a permanent full-time Medical Administrative Assistant to join the IH Medical Administration Support team at the Kelowna General Hospital in Kelowna, BC. The role focuses on confidential administrative support for the Chief of Staff and medical staff, coordinating schedules, preparing correspondence, and assisting with credentialing and onboarding processes.

You will support committees, prepare agendas and minutes, and maintain sensitive information.

Qualifications

• Graduation from a relevant administrative or business support program.
• Three to five years of experience in an administrative support position, including experience working with various computer software programs.

Responsibilities

• Organizes schedules, books meetings, and arranges travel.
• Prepares, monitors, and prioritizes correspondence.
• Committee/Meeting support – takes care of the logistics and prepares agendas and minutes.
• Maintains Quality Assurance files and liaises with appropriate bodies as necessary.
• Assists the Quality Improvement team with document coordination resulting from critical incident reviews.

Skills

Independent work

Typing 50 wpm

MS Office proficient

MS Outlook

MS Word

MS Excel

MS PowerPoint

Videoconferencing

Verbal communication

Written communication

Organization

Relationship building

Team collaboration

Prioritization

Problem solving

Change management

Decision making

Physical ability

Education

Graduation from a relevant administrative or business support program

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Position Summary

Interior Health (IH) is hiring a permanent full-time Medical Administrative Assistant (MAA) to join our IH Medical Administration Support team at the Kelowna General Hospital (KGH) in Kelowna, B.C.

Who are we looking for?

The ideal candidate for the Medical Administrative Assistant role is a highly organized, detail-oriented professional with experience providing confidential administrative support in a fast-paced healthcare environment. The successful candidate will be skilled at managing complex workflows, prioritizing competing demands, and coordinating schedules for senior medical leaders, including the Chief of Staff (COS), while maintaining confidentiality. Strong written and verbal communication skills and proficiency in preparing professional documents, presentations, orientation packages, and spreadsheets are essential.

The successful candidate will have experience supporting committees, preparing agendas and minutes, managing correspondence, and coordinating credentialing, privileging, and physician onboarding processes. Familiarity with healthcare systems, rural physician programs, and administrative processes such as hospital access and remuneration claims is an asset. A collaborative approach and ability to build positive relationships with physicians, leadership, and internal and external partners are essential to success in this role.

What we offer:

• Competitive salary and an attractive remuneration package
• Career Growth
• Employer paid training/education
• Employer paid vacation
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Contribution to Municipal Pension Plan
• Balanced lifestyle

Salary Range:

The salary range for this position is $49,445 (min) to $61,806 (midpoint) to $64,897 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

What will you work on?

The Medical Administrative Assistant works in a team environment to provide confidential administrative support functions within the Chief of Staff office. The Medical Administrative Assistant maintains the integrity and confidentiality of all information flowing through and processed for the Chief of Staff (COS) office and performs routine administrative duties for the medical staff at the hospital. Some responsibilities include coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; and designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets.

Some Other Typical Duties and Responsibilities Include:

• Organizes schedules, books meetings, and arranges travel.
• Prepares, monitors, and prioritizes correspondence.
• Committee/Meeting support – takes care of the logistics and prepares agendas and minutes.
• Maintains Quality Assurance files (disciplinary documentation) and liaises with the appropriate bodies as necessary.
• Assists the Quality Improvement team with document coordination resulting from critical incident reviews.
• Provides administrative support for the Regional Medical Advisory Committees (MAC), Local MACs, credentialing committee, departmental meetings, and semi-annual medical staff meetings.
• Coordinates information flowing to and from the RMACs and LMACs to the Health Authority Medical Advisory Committee and the IH Board of Directors.
• Assists medical staff with the location of policies, procedures, documents, and forms.
• Disseminates information to medical staff from various stakeholders.
• Provides local information/support to Physician Recruitment Service Partner and/or Recruitment Leader as requested.
• Provides information on request to support the credentialing and privileging processes on-site.
• Assists the Chief of Staff with ensuring appropriate processes have been followed for new physicians, locums, and medical learners providing services at the facility.
• Liaises with physicians, Physician Compensation, the Executive Medical Director’s office, and the Ministry of Health regarding various rural programs and incentives (e.g., Rural Specialist Locum Program, Rural GP Locum Program, Rural Continuing Medical Education, NITAOP [Northern Isolation Travel Assistance Outreach Program] and other ministry-funded rural physician payment incentives) as applicable and required.
• Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

How will we help you grow?

We provide you with an orientation customized to meet your needs, and immediate support and access from excellent colleagues. You will have access to work in an interdisciplinary environment where patients are at the centre of care. We also offer continuous education opportunities.

Reasons to Apply at Interior Health... What we can do for you

We offer a work environment conducive to growth and development of strong clinical skills and a work environment that supports and promotes psychological health & safety for all. We offer the opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire.

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the B.C. Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).

Qualfications

Education, Training, and Experience:

• Graduation from a relevant administrative or business support program.
• Three to five years of experience in an administrative support position, including experience working with various computer software programs.

Skills and Abilities:

• Ability to work independently.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Superior computer and technical skills are essential.
• Proficient with computer software including MS Outlook, Word, Excel, and PowerPoint.
• Ability to operate videoconferencing, teleconferencing, and related equipment.
• Superior written and verbally communication abilities.
• Ability to organize high volume workload and set priorities.
• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels, as well as with external agencies and physicians.
• Demonstrated collaborative team approach with communication skills appropriate to handling complex relationships.
• Ability to anticipate and respond to changing priorities and unforeseen challenges and opportunities.
• Demonstrated ability to problem-solve effectively.
• Ability to influence change and handle conflict.
• Independent problem-solving and decision-making capabilities.
• Physical ability to perform the duties of the position.