Medical Administrator

InsideHigherEd; Waterloo; On-site; CAD 56,000 - 73,000; Part time

Job summary

A leading educational organization is seeking a Medical Administrator to support university students through various medical and mental health services. This role involves scheduling appointments, managing patient information, and providing excellent customer service in a busy clinic environment. Candidates must possess a college diploma in medical administration and relevant experience in a medical clinic. The position offers a flexible part-time schedule with evening shifts.

Qualifications

• Minimum two years related experience working in a medical clinic.
• Ability to manage a multi-line telephone system.
• Strong ability to multi-task in a busy clinic setting.

Responsibilities

• Provide a variety of medical reception and administration services.
• Schedule appointments for a busy medical and mental health clinic.
• Answer patient enquiries about available services.

Skills

Medical booking/billing software experience

Interpersonal skills

Customer service orientation

Confidentiality adherence

Education

College Diploma in medical administration

Tools

Accuro Electronic Medical system

Microsoft Office (Word, Excel, Outlook)

Job description

Medical Administrator

Date Posted : 07 / 28 / 2025

Req ID : 44527

Faculty / Division : Vice-Provost, Students

Department : Health and Wellness

Campus : St. George (Downtown Toronto)

Position Number : 00043032

Description : About us :

Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.

Consisting of an interdisciplinary team of health professionals and support staff, Health & Wellness at the University of Toronto aims to support graduate and undergraduate students in reaching their academic goals, engage students in their development and learning, and support their health and well-being by providing health education, clinical and consultation services. Health and Wellness (HW) provides counselling to students with a wide range of concerns ranging from relationship problems to debilitating depression and anxiety, suicidal and / or homicidal ideation, post-traumatic stress, and eating disorders.

Your opportunity :

Under the direction of the Assistant Director, Administrative & Clinic Operations, the Medical Administrator provides a variety of medical reception and administration services for a very busy medical and mental health clinic for university students. Optimizes patients’ satisfaction, clinician time, and treatment room utilization by booking appointments in person or by telephone. Registers patients by collecting all demographic and billing information needed by Health and Wellness (H&W). Answers patient enquiries about available services and about health insurance. Ensures smooth patient flow is maintained through booking appointments and filling cancellations.

Your responsibilities will include :

• Probing for information to establish needs
• Providing detailed information on clinic procedures and protocols
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Scheduling appointments
• Updating and maintaining patient charts
• Handling fees or fines and issuing receipts on a limited basis

Essential Qualifications :

College Diploma in medical administration or an equivalent combination of education and experience.

Minimum two years related experience working in a medical clinic, preferably in amulti doctor and multi-disciplinary office.

Experience with medical booking / billing software required, Accuro Electronic Medical system preferred.

Knowledge of medical terminology required.

Ability to navigate through Microsoft Office programs (Word, Excel, Outlook) and keyboard skills with an accuracy of at least 40 w.p.m.

Ability to manage a multi-line telephone system; telephone etiquette.

Strong interpersonal, communication, and organizational skills.

Initiative, tact, and commitment to quality service as interactions occur with a diverse student population who may be vulnerable.

Strong customer service orientation.

Strict respect for confidentiality is essential. Familiarity with the Freedom of Information and Protection of Privacy Act (FIPPA) and the Personal Health Information Protection Act (PHIPA).

Ability to problem solve under stressful circumstances and in a limited time frame.

Ability to work calmly and accurately under frequent demanding periods of pressure in a front-line setting.

Strong ability to multi-task, prioritize and work independently in a busy clinic setting and deal with emergencies / crisis in a calm and professional manner.

Assets (Nonessential) :

Experience in a mental health clinic.

Experience with virtual care platform such as Zoom for HealthCare, Medeo, OTN.

To be successful in this role you will be :

Approachable

Courteous

Efficient

Multi-tasker

Tactful

Note : This is a 1-year (0.6 FTE) term contract with an approximate start date from September 22, 2025, to September 18, 2026, and requires working evening shifts until 7 p.m.

Closing Date : 08 / 13 / 2025, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Term

Schedule : Part-Time 60% FTE; Flexibilty to work evening shifts until 7 p.m.

Pay Scale Group & Hiring Zone : Will be pro-rated to 60% FTE; USW Pay Band 06 $56,731. with an annual step progression to a maximum of $72,548. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

Job Category : Administrative / Managerial

Recruiter : Fiona Chan

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http : / / uoft.me / UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [e-mail] .

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