Program and Administrative Coordinator, Physician Support & Wellness (Bilingual Strongly Preferred)

Jobgether; Quebec, Ottawa; Hybrid; CAD 71,000 - 83,000; Full time

Benefits offered by this job

Fully remote in Canada

Optional Ottawa office access

Meaningful healthcare-focused work

Collaborative multidisciplinary team

Inclusive workplace culture

Professional development opportunities

Additional employment benefits

Job summary

Jobgether is seeking a Program and Administrative Coordinator to support Physician Support & Wellness initiatives and department operations from a Canada-based role. You will coordinate programs, manage sensitive data, and provide executive-level administrative assistance to the Director, ensuring deadlines and sensitive information are handled appropriately.

You will work with internal teams, healthcare professionals, and external stakeholders to promote physician wellbeing and efficient

Qualifications

• Diploma or certificate in a relevant field (2–3 years).
• 4–6 years of admin support or program coordination experience.
• Strong bilingual French-English communication preferred.
• Experience with MS Office and administrative apps; CRM/EDM/Survey tools a plus.
• Data collection, organization, and reporting experience.
• Ability to manage multiple programs and priorities in a deadline-driven environment.
• Excellent written and verbal communication; detail-oriented and discreet.

Responsibilities

• Coordinate admin operations for Physician Support & Wellness programs.
• Manage program documentation, data collection, and file security.
• Schedule calls between physician members and Advisors; assess urgency.
• Maintain milestones, deadlines, and progress updates with stakeholders.
• Review survey results and escalate sensitive issues to the Director.
• Suggest process improvements for administrative workflows and reporting.
• Coordinate wellness projects with internal and external stakeholders.
• Assist with budgeting, invoicing, and expense processing.
• Prepare agendas, minutes, reports, and presentations.
• Support the Director with calendar, travel, meetings, and communications.

Skills

Bilingual French-English

Communication excellence

Organizational skills

Time management

Data analysis

Problem solving

Interpersonal skills

Cross-functional coordination

Education

2–3 year post‑secondary diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Sugar-CRM

EFM

MLScribe

Documentum

Qualtrics

Job description

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Program and Administrative Coordinator, Physician Support & Wellness (Bilingual Strongly Preferred) based in Canada

We are seeking a highly organized and proactive Program and Administrative Coordinator to support physician wellness initiatives and departmental operations within a collaborative professional environment. In this role, you will coordinate key programs, manage sensitive documentation and data, and ensure the smooth delivery of activities designed to promote physician wellbeing and support safe medical care. You will work closely with internal teams, healthcare professionals, and external stakeholders, acting as a key point of contact and providing essential operational support. Alongside program coordination, you will deliver executive-level administrative assistance to the department's Director, helping manage priorities, communications, meetings, and departmental activities. This position requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a confidential, deadline-driven environment. It offers an opportunity to contribute to meaningful wellness initiatives while supporting a positive and inclusive healthcare ecosystem.

Accountabilities

• Coordinate the administration and day-to-day operations of the Physician Support & Wellness programs, ensuring efficient workflows and effective collaboration across stakeholders.

• Manage the collection, tracking, validation, organization, and secure maintenance of program documentation and data, ensuring the accuracy and integrity of all files.

• Coordinate the Wellness Support Program, including scheduling calls between physician members and Physician Advisors, assessing urgency, and facilitating timely access to appropriate support.

• Maintain program and project documentation, monitor milestones and deliverables, and communicate important deadlines, action items, and progress updates to relevant stakeholders.

• Review post-call survey results, identify relevant findings, and escal… sensitive information or concerns to the Director when further action is required.

• Recommend improvements to administrative processes, reporting practices, and operational workflows to strengthen efficiency and support continuous quality improvement.

• Coordinate departmental wellness projects, initiatives, and activities involving multiple internal and external stakeholders.

• Support the implementation of new departmental processes, procedures, technologies, and program improvements.

• Assist with quarterly, annual, and ad hoc reporting activities related to departmental programs, projects, and performance.

• Provide operational coverage and administrative support to other member support functions when required.

• Manage incoming requests and communications addressed to the Director, prioritizing inquiries and responding directly when appropriate.

• Coordinate the Director's calendar, appointments, outreach activities, business travel, conferences, meetings, and accommodation arrangements.

• Organize internal and external meetings, including scheduling, logistics, travel arrangements, catering, and preparation of meeting materials.

• Prepare, draft, and distribute agendas, minutes, reports, presentations, correspondence, spreadsheets, and other departmental documentation.

• Assist with expense approvals and administrative expenditures related to office supplies, equipment, catering, and employee recognition.

• Support departmental records and information management activities, ensuring appropriate documentation and information-handling practices.

• Coordinate departmental learning, team-building initiatives, and team meetings, including facilitation when necessary.

• Provide additional administrative and operational assistance to the Director and other departmental colleagues as required.

Requirements:

• Diploma or certificate in a relevant field, obtained through a 2-3-year post-secondary program.

• 4-6 years of relevant experience in administrative support, program coordination, or a similar role within a professional environment.

• Strong bilingual communication skills in French and English are strongly preferred, with the ability to communicate effectively with diverse stakeholders in both languages.

• Experience working with business software and administrative applications, particularly Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with systems such as SUGAR-CRM, EFM, MLScribe, Documentum, and Qualtrics is an asset.

• Demonstrated experience collecting, organizing, managing, analyzing, and reporting on data, with a strong focus on accuracy and information integrity.

• Experience coordinating multiple programs, projects, or departmental activities and collaborating across different organizational teams.

• Ability to work effectively in a high-volume, deadline-driven environment while managing competing priorities.

• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, presentations, and meeting documentation.

• Strong organizational and time-management abilities, with exceptional attention to detail and the capacity to coordinate complex schedules and administrative workflows.

• Proven ability to take initiative, work independently, exercise sound judgment, and make appropriate decisions while following established procedures.

• Strong interpersonal and relationship-building skills, with the ability to interact professionally and respectfully with employees, senior leaders, healthcare professionals, and organizational members.

• Experience organizing meetings, preparing agendas, recording accurate minutes, and coordinating logistical arrangements.

• Knowledge of budgeting, invoice processing, expense claims, and administrative financial procedures.

• Ability to coordinate and support the work of colleagues while contributing effectively within a collaborative team environment.

• Demonstrated discretion and professionalism when managing confidential information, sensitive matters, and personal or professional records.

• Knowledge of medico-legal terminology or completion of relevant coursework is considered an asset.

• Experience coordinating surveys, program evaluations, or quality improvement initiatives is an advantage.

• Familiarity with medico-legal services file management processes is an asset.

Benefits:

• Competitive annual salary: CAD $71,200-$82,800, depending on qualifications and relevant experience.

• Fully remote working arrangement: Work from a home-based office anywhere in Ontario or Quebec.

• Optional office access: Opportunity to work from the organization's Ottawa office near Dow's Lake.

• Regular full-time employment: Newly created position offering an opportunity to contribute to the development of departmental programs and processes.

• Meaningful work: Contribute to initiatives focused on physician wellbeing, professional support, and the promotion of safe medical care.

• Collaborative environment: Work alongside multidisciplinary teams and stakeholders committed to healthcare support and organizational excellence.

• Inclusive workplace: Join an environment that values equity, diversity, accessibility, and different perspectives.

• Professional development: Gain exposure to program management, healthcare administration, operational coordination, and continuous improvement initiatives.

• Additional employee benefits and employment conditions may be discussed during the recruitment process.