DESCRIPTION

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of 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.

QUALIFICATIONS

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• 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;
• 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
• Proficiency in speaking and comprehending both English and French (B+);

(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;
• Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers;
• Coordinates meetings and educational lectures, as required.
• Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)
• Initiates purchase order, deposit and cheque requisition requests using the appropriate cost center(s).
• Assists with conference registrations, travel and accommodation arrangements and prepares travel expense claims adhering to policies of the appropriate organizations.
• Proofreads documents and composes routine correspondence;
• May be required to assist with annual reapplications for professional licenses/privileges and maintenance of certification.
• 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.
• May assist with formatting and preparation of presentation materials.
• Assists with preparing grant applications: may include performing basic literature searches, inserting references and generating bibliographies using Reference Manager, completing forms, contacting and obtaining information such as CVs from co-applicants, obtaining appropriate signatures, grant assembly and uploading of documents, photocopying, and arranging courier services.