Administrative Assistant

at  University of Ottawa Heart Institute

UNIT/DEPARTMENT

Ottawa Academic Cardiology Management Corporation
About us
At the University of Ottawa Heart Institute (UOHI), excellence in clinical care, education, and research is our standard. The Association of Academic Cardiologists at UOHI comprises a dynamic team of specialized cardiologists deeply committed to providing outstanding cardiac care, advancing medical knowledge through research, and nurturing future healthcare professionals through dedicated teaching. We are proud of our achievements in cardiac care and our contribution to the global medical community.
Job description
We are seeking highly organized and professional Medical Office Administrative Assistants to support our team of cardiologists. In this pivotal role, you will ensure efficient administrative operations within our service, allowing our specialists to focus on patient care, research, and education.
This position is an open-ended application for the role of Administrative Assistant within the organization. As the need arises for this position, we will refer to the pool of applicants within this posting.
Key responsibilities

Responsibilities may include, but are not limited to:

• Includes managing patient referrals, phone calls, appointment bookings, medical records, and arranging for required testing.
• Answer patient questions and concerns, and coordinate with necessary departments as needed.
• Promote a patient-centered approach in all interactions and procedures, with empathy and efficiency.
• Organize academic events, prepare materials, and manage logistics for guest lecturers.
• Provide administrative support for research projects, including data entry and document management.
• Handle submissions and correspondence for academic publications and research proposals.
• Manage physician calendar, CVs, ensure appropriate access and renewals are completed.
• General administrative support such as event planning, making travel arrangements, ordering supplies, etc.
• Collaborate with cross functional teams to complete necessary tasks or improve operations.

Qualifications and requirements

• Diploma in Medical Office Administration or equivalent combination of education and experience.
• Experience as an administrative assistant, preferably in healthcare or academia.
• Proficiency in EPIC and Microsoft Office Suite.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.
• Knowledge of medical terminology and healthcare procedures.
• Proficiency in French is a significant asset, reflecting our commitment to a diverse community.
• Act as an ambassador of UOHI, providing top-tier service to all stakeholders.
• Adhere to policies and laws regarding patient privacy and confidentiality.
• Handle sensitive information with discretion.
• Demonstrate professionalism, reliability, and responsibility.
• Exhibit strong problem-solving skills and adaptability in a fast-paced environment.
• Show initiative in improving processes for greater efficiency.

To apply
Submit your application through our online portal by using the link below. Applications will be reviewed as the need arises for open vacancies, based on eligibility criteria.

• Includes managing patient referrals, phone calls, appointment bookings, medical records, and arranging for required testing.
• Answer patient questions and concerns, and coordinate with necessary departments as needed.
• Promote a patient-centered approach in all interactions and procedures, with empathy and efficiency.
• Organize academic events, prepare materials, and manage logistics for guest lecturers.
• Provide administrative support for research projects, including data entry and document management.
• Handle submissions and correspondence for academic publications and research proposals.
• Manage physician calendar, CVs, ensure appropriate access and renewals are completed.
• General administrative support such as event planning, making travel arrangements, ordering supplies, etc.
• Collaborate with cross functional teams to complete necessary tasks or improve operations