Administrative Assistant – Medical Office

About the role

The University of Ottawa Heart Institute is seeking a highly organized Administrative Assistant to support its cardiology team. This position ensures smooth office operations, allowing physicians to concentrate on patient care, research, and education.

Key responsibilities

• Manage patient referrals, phone inquiries, appointment scheduling, and medical records.
• Answer patient questions, coordinate with other departments, and promote a patient‑centered approach.
• Organize academic events, prepare materials, and handle 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.
• Maintain physician calendars, CVs, and ensure timely renewals and access permissions.
• Perform general administrative duties such as travel arrangements, supply ordering, and event planning.
• Collaborate with cross‑functional teams to improve operational efficiency.

Required profile

• Diploma in Medical Office Administration or equivalent combination of education and experience.
• Experience as an administrative assistant, preferably in healthcare or academia.
• Strong organizational, time‑management, and communication skills.
• Ability to work independently and as part of a team.
• Proficiency in French is a significant asset.

Required skills

• Proficiency with EPIC electronic health record system.
• Advanced knowledge of Microsoft Office Suite.

What we offer

• Competitive hourly wage of $25.80.
• Opportunity to work in a leading cardiac care and research institution.
• Professional development and exposure to academic events.