Medical Secretary (II) - JD0009

McMaster University; Hamilton; Hybrid; CAD 55,000 - 70,000; Full time

Job summary

McMaster University Medical Centre is seeking a Medical Secretary II to support two physicians in the Department of Obstetrics and Gynecology. The role covers clinic administration, OHIP billings, scheduling, medical transcription, and filing in a busy clinical setting with ongoing research activity.

The successful candidate will have a 2-year diploma in Medical Office Administration and at least 3 years of relevant experience, with strong organization, multitasking, and communication skills.

Qualifications

• 2 year Community College diploma in Medical Office Administration or related field.
• 3 years of relevant experience.
• Strong knowledge of Medical Terminology.

Responsibilities

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings and book rooms
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect inquiries in person, by telephone, and via email.
• Attend meetings and take minutes as required.
• Maintain confidential files and records; handle sensitive material.

Skills

Interpersonal skills

Multitasking

Organizational skills

Customer service

Education

Diploma in Medical Office Administration

Tools

MOSAIC

MedSIS

EPIC

Office 365

Job description

Education Level 2 year Community College diploma in Medical Office Administration or related field.

Career Level 3 years of relevant experience

Work Arrangement Hybrid, 3 days onsite, 2 days remote

Anticipated Start Date October 1, 2026

Job Description

About the Faculty:

McMaster University's Faculty of Health Sciences trains physicians, nurses, physiotherapists, occupational therapists, health care researchers, physician assistants and midwives to work together in teams, providing the finest patient care. Our pioneering education advances and our excellence in world-class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.

About the Department:

The McMaster University Department of Obstetrics and Gynecology is a large multi- site department with over 150 Geographic full-time, part-time clinical and adjunct faculty located at two fully-affiliated teaching hospitals, community teaching hospitals and other distributed education sites. We are committed to providing excellent educational programs, leading edge basic science and health-care research and the highest quality in patient care. Our mission is education, research and effective care for women. We believe in operating in a service-oriented support model. We welcome applicants who possess a diverse set of skills and abilities. We want our team to reflect the full spectrum of the population we serve, and for all segments of the community to see themselves in our staff. Please let us know throughout the application and recruitment process (if applicable), how we can best accommodate you if you are differently abled.

About the Role:

The Medical Secretary IIposition will be a continuing role, working out of the McMaster University Medical Centre. The successful candidate willsupporttwophysicians within the Department of Obstetrics and Gynecology. This is a busy and growing clinical practice with an active research program. You will be responsible for all clinic, administrative and academic work which includes preparing clinical billings (OHIP), keeping schedules, reception duties, coordinating and booking clinics and ORs, scheduling appointments, medical transcription, maintaining an efficient filing system, organizing meetings, reports, drafting correspondence, communicating with patients, physicians, and staff. Service excellence is a priority in this position.

The successful incumbent will be a team player and possess strong interpersonal and organization skills, and be able to multi-task and prioritize competing demands in a fast-paced environment. The candidate must also be able to communicate effectively with patients, residents and physicians. Knowledge of the university/academic environment is requisite to successfully fulfilling the duties of this position.

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings and book rooms
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• If applicable. monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• When required, facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes as required.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Requirements:

• 2 year Community College diploma in Medical Office Administration or related field.
• 3 years of relevant experience

Assets:

The successful candidate will encompass the following assets:

• Strong knowledge of Medical Terminology is required
• Exceptional ability to organize in time a series of actions or events in order to achieve an objective or a project
• Team player with strong interpersonal & organizational skills with a high ability to multi-task and prioritize competing demands.
• Experience and training with OHIP & RMA billings andexpense reports .
• Discretion, good judgment, attention to detail, personal motivation, and the demonstrated ability to work independently and as a team with minimal supervision in a fast paced and deadline-oriented environment.
• Excellent oral and written communication skills with a strong customer service focus and proven relationship management skills.
• Ability to maintain composure under pressure.
• Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required.
• Minimum 4 years of administrative/medical secretary experience in a senior medical secretarial role
• Detailed knowledge of Obstetrics and Gynecology/McMaster University policies, procedures, and regulations in relation to postgraduate education and faculty would be an asset.
• Flexibility in schedule is necessary, as some evenings, weekends and early mornings are required.
• Experience in working in a clinical academic department with demonstrated skills working with various software applications including Word, Excel, MOSAIC, MedSIS, EPIC, Office 365or similar programs are necessary for this position

Additional Information:

The successful candidate will be working within a fast-paced, multi-tasking, busy office environment. The ability to make quick decisions, exercise tact, diplomacy and exceptional judgement skills are a necessity for success in this role.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.