Temporary Full-Time Administrative Assistant - Gastroenterology (General Campus) (Vacant)

Department of Medicine; Ottawa; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

HOOPP pension plan

Paid vacation & sick days

Intercampus shuttle

Job summary

University of Ottawa Medical Associates (UMA) seeks a Full-Time Administrative Assistant in the Division of Gastroenterology at the General Campus. The role supports physicians’ clinical, teaching, and research activities, managing schedules, appointments, and documentation.

Key duties include coordinating clinic operations, preparing requisitions and reports, and assisting with travel, meetings, and minutes.

Qualifications

• Minimum of 3–5 years related experience.
• Excellent communication skills with patients and staff.
• Strong organizational and time-management abilities.
• Proficiency in English; bilingual English/French preferred.

Responsibilities

• Maintain physicians' daily schedule and Outlook calendar; manage priorities and meetings.
• Coordinate clinic activities and appointment scheduling; notify patients.
• Arrange follow-up and virtual appointments; assist with travel and accommodations.
• Prepare standard requisitions, medical reports, and insurance papers; maintain records.
• Answer phones; respond to messages; evaluate urgency and route appropriately.
• Support teaching, research, and administrative duties for physicians.

Job description

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Full-Time Administrative Assistant in the Division of Gastroenterology at the General Campus. The Administrative Assistant works under the direction of the attending physician(s) and assures proper office administration, assists with coordinating clinic schedules for the supervising physician(s) and providing support for the physicians’ clinical practices. The incumbent is also required to provide administrative support for the physicians teaching, research, and administrative duties. (This is not a complete list):

• Maintains physicians’ daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing.
• Coordinates clinic activities: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries;
• Coordinates follow up appointments with patients after their clinical visits including virtual appointments
• Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers.
• Assists with conference registrations, travel, and accommodation arrangements
• Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)
• Proofreads documents and composes routine correspondence;
• Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
• Updates and maintains physicians’ curriculum vitae and documentation for professional advancement and annual reporting
• Produces and completes standard requisitions/labs and clinical forms, including legal documentation, medical reports, and insurance papers, WSIB claims.
• Attend some meetings and take/distribute minutes; assist in preparation of meetings

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• Experience supporting physician research activities;
• Certificate in medical terminology preferred;
• Good knowledge of MS Outlook, Word, Excel and PowerPoint;
• Experience booking appointments, consultations, procedures and filing patient reports;
• Meticulous attention to detail;
• Excellent communication skills – able to clearly express self to patients and provide specific instructions;
• Excellent interpersonal skills;
• Proficiency in speaking and comprehending both English and French preferred.
• Excellent organizational, prioritization, and time-management skills to coordinate multiple activities;
• Good judgment; able to identify when to seek supervisor’s assistance or advice;
• Strong problem-solving abilities;
• Able to navigate and populate electronic databases;
• Ability to handle sensitive and confidential information;
• Initiative, tact, dedication, diplomacy and positive attitude;
• Highly dependable and thorough;
• Ability to work well with minimal supervision.
• Clear and concise writing skills

Additional Information

The University of Ottawa Medical Associates (UMA) is the largest physician partnership in the Department of Medicine, The Ottawa Hospital/University of Ottawa, Faculty of Medicine. Working closely with our physician specialists, most of our employees work from offices within The Ottawa Hospital.The Department of Medicine is a collective of experts and innovators. We are specialist physicians, resident doctors and medical students, researchers and administrators. We all have one guiding ambition: to move medicine forward. The administrators of DOM are the core of our workplace; enabling the education of our residents and medical students as well as the vital work of our researchers and physician specialists.We are deeply committed to supporting the well‑being of our employees. To promote your health and wellness, we offer paid vacation and sick days. We also prioritize your long‑term financial security through participation in the Healthcare of Ontario Pension Plan (HOOPP). Thanks to our strong partnership with The Ottawa Hospital, employees can benefit from the intercampus shuttle service for convenient travel between locations, as well as work‑life balance perks like exclusive discounts on travel, hotels, and on‑site gyms. These benefits are designed to enrich both your personal and professional life, ensuring your experience with us is both rewarding and fulfilling.The University of Ottawa Medical Associates is committed to upholding the values of equity, diversity, inclusion, and accessibility in our living, learning, and work environments. We encourage qualified applicants from all groups with historical and/or current barriers to equity to apply. Upon request, accommodations due to a disability are available throughout the recruitment process.