Administrative Assistant

3 weeks ago

Ottawa, Canada The Ottawa Hospital - Department of Ophthalmology Full time

**JOB POSTING**

**Job Title: Administrative Assistant**

**Department: Department of Ophthalmology - University of Ottawa Eye Institute**

**Direct Report: Physician / Employer**

**Date Drafted: June 2023**

**Position Overview**:
Reporting to the **Employer**, the **Administrative Assistant** is responsible for all day-to-day operations of the Physician’s office and ensures efficient operation of the physician’s practice.
Indirectly reporting to the **Executive Director**, including but not limited to the list of tasks found below under section “Indirect report to Executive Director”.

**Requirements**:

- Knowledge of hospital organization and health care delivery system
- Proven administrative or assistant experience; experience with EPIC is preferred
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- At least 2-4 years of experience in the field or in a related area
- High school diploma or equivalent; college degree preferred
- Bilingual
- Proof of COVID-19 vaccination

Administrative assistants are responsible for confidential and time sensitive material. They perform a variety of administrative duties in support of their employer such as:
**Key Responsibilities**
- Greet patients and staff in a professional and friendly manner
- Answer and direct phone calls
- Schedule and confirm medical appointments and receive and communicate messages for medical staff and patients
- Manage patient files
- Maintain computer and manual filing systems
- Plan and organize surgical lists and surgeries
- Have a detail-oriented approach to tasks to minimize errors impacting scheduling, surgeries, and patient care
- Review the physician’s clinic schedule and administrative calendar to maintain consistent scheduling and identify scheduling conflicts; and
- Other duties that may be associated with this position

**Other Responsibilities include**
- Carry out administrative duties such as faxing, filing, typing, copying, binding, scanning, etc.
- Handle sensitive information in a confidential manner
- Interview patients to complete forms, documents, and case histories
- Complete insurance and other claim forms
- Establish and maintain various internal office administrative support procedures such as document tracking and monthly reporting
- Order supplies and maintain inventory
- Supervise and train other staff for business continuity purposes

**Indirect report to Executive Director**
- Attend Administrative Assistant meetings led by the Executive Director
- Provide bi-weekly timesheets including Vacation, Paid leave or Leave Without Pay

**Skills and Proficiencies**
- Administrative Writing Skills
- Professionalism
- Problem Solving
- Office Administration Procedures
- Attention to Detail
- Accuracy
- Customer Service Skills
- Telephone Skills
- Microsoft Office Skills

**Detail of the Position**
- Full-time indeterminate contract with a 6-month probation period
- General working hours: 8:00 AM to 4:00 PM, onsite (TOH-general campus) Monday to

Friday
- 3 weeks of paid vacation time per year (the schedule may be irregular from time to time)
- Salary will vary based on education and experience

**Contact Info**

Please send a complete CV with a cover letter describing pertinent experience and a list of 3 references to:
Applications will be accepted from until such time that the position is filled.

**Salary**: $23.00-$29.00 per hour

**Benefits**:

- Paid time off

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2023-07-16
Expected start date: 2023-09-01

  • Administrative Assistant

    1 day ago

    Ottawa, Canada The Ottawa Rotary Home Full time

    The Ottawa Rotary Home has been supporting families for over 30 years. We provide both respite and residential support to individuals with special needs. Our professional front-line and nursing staff specialize in helping infants, children, and adults with physical disabilities & complex medical conditions. **Position Responsibilities** Under the direction...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Horizons Behaviour Consulting Full time

    Administrative Assistant at Horizons Behaviour Consulting Do you have a passion for helping children and families with special needs? Are you organized and want to be part of an environment that supports a culture of TRANSPARENCY, HONESTY, AUTONOMY, INCLUSION, TEAMWORK, AND OPPORTUNITIES FOR GROWTH. If so, you might be the perfect fit for our...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Bilt Rite Disposal Equipment Ltd Full time

    We are seeking an Administrative Assistant to join our team! You will perform clerical and administrative functions in order to drive company success. **Responsibilities**: - Draft correspondences and other formal documents - Plan and schedule appointments and events - Greet and assist onsite guests - Answer inbound telephone calls - Develop and implement...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Pinchin Ltd. Full time

    **Administrative Assistant (Contract)** **Ottawa, ON** Today is the day to boost your career! Pinchin is seeking an Administrative Assistant to join our team in our Ottawa office for a 6 month contract. The Administrative Assistant will assist with general office duties. This is a fast-paced position requiring a pleasant, helpful demeanor, excellent...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Branton Construction Group Full time

    **About us** We are professional, agile and professional. Must have strong Excel Skills Administrative Assistant **Duties**: - Provide front desk support, including greeting visitors, answering phone calls, and directing inquiries to the appropriate department - Perform data entry tasks, ensuring accuracy and completeness of information - Assist with...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada LeapUX Full time

    Job Title: Administrative Assistant **Job Description**: We are seeking a highly organized and proactive Administrative Assistant to join our dynamic digital agency. As an Administrative Assistant, you will play a crucial role in providing essential support across various categories, including communications, HR, finance support, business development,...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Excellence French Learning Full time

    Offer administrative support as needed, including (but not limited to) managing calendars, scheduling meetings, answering phones and taking detailed messages. - Maintain all sales databases (leads, sales funnel, etc.) - Update our Customer Relationship Manager (CRM) tool with sales forecast, quotes, leads. - Report when required ( excel skills needed!) - Be...

  • Administrative Assistant

    19 hours ago

    Ottawa, Canada LKQ Corporation Full time

    **LKQ Canada **is looking for an **Administrative Assistant **to join its team! LKQ is a fast-growing sustainable Fortune 300 company and the leader in the automotive repair industry. We provide automotive parts, accessories, PBE and technical services. With over 45,000 employees in 25 countries, LKQ is keeping you moving! We are looking for a dedicated...

  • Administrative Assistant

    23 hours ago

    Ottawa, Canada Pinchin Full time

    Administrative AssistantOttawa, ONToday is the day to boost your career! Pinchin is seeking an Administrative Assistant to join our team in our Ottawa office.The Administrative Assistant will assist with general office duties. This is a fast-paced position requiring a pleasant, helpful demeanor, excellent communication skills and the...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Ottawa Institute of Cognitive Behavioural Therapy Full time

    **HIRING: ADMINISTRATIVE ASSISTANT** The Ottawa Institute of Cognitive Behavioural Therapy (OICBT) is looking for an Administrative Assistant (full-time). Main duties include, among others, interacting with clients, scheduling appointments, client file management, billing, document production, taking part in multidisciplinary meetings, as well as some...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Ontario, Canada Larga Baffin Full time

    Salary: $21.00Company Overview|A full-service boarding home for residents of the Baffin Region of Nunavut. Located in Ottawa, our goal is to provide, within the limits of our mandate, the best possible atmosphere and service to our clients needing specialized medical care not available in their home communities. At Larga Baffin, we are committed to providing...

  • Administrative Assistant

    1 week ago

    Ottawa, Canada Consumers Energy Services] Full time

    Job Description:Job Description *Exciting Opportunity: Join Our Team as an Administrative Assistant at Consumers Energy Services!* Are you ready to embark on an exciting journey with Consumers Energy Services? We are currently seeking a dynamic and dedicated individual to fill the role of Administrative Assistant. If you thrive in a fast-paced environment,...

  • Administrative Assistant

    1 week ago

    Ottawa, Canada Consumers Energy Services] Full time

    Job Description:Job Description *Exciting Opportunity: Join Our Team as an Administrative Assistant at Consumers Energy Services!* Are you ready to embark on an exciting journey with Consumers Energy Services? We are currently seeking a dynamic and dedicated individual to fill the role of Administrative Assistant. If you thrive in a fast-paced environment,...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Genome Canada Full time

    Reporting to the Senior Manager of Strategy and Planning, the **Administrative Assistant** will provide overall administrative support to the executive team as well as administrative and operational support across the organization. Responsibilities will include office maintenance, managing complex calendars and providing support across the Corporate...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Genome Canada Full time

    Reporting to the Senior Manager of Strategy and Planning, the **Administrative Assistant** will provide overall administrative support to the executive team as well as administrative and operational support across the organization. Responsibilities will include office maintenance, managing complex calendars and providing support across the Corporate...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Canadian Nurses Association Full time

    The Canadian Nurses Association (CNA) is committed to engage highly qualified employees to carry out its objectives and to provide a work environment that is conducive to personal and professional growth. In CNA’s commitment to inclusion and the dismantling of racist and systemic discriminatory practices we are eager to attract a diverse workforce. We will...

  • Administrative Assistant

    7 days ago

    Ottawa, Canada Children at Risk, Ottawa Full time

    Children at Risk, Ottawa is a Federally-Registered Charity who operates a Summer Day Camp for children diagnosed within the Autism Spectrum Disorders (ASD). 2021 will the 13th Year of Operation for Camp Kaleidoscope and success has been achieved by a 1:1 high-level of Supervision of Staff: Child for the Safety and Security of the ASD Child and other Camp...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Reid Management Full time

    **Position**: Administrative Assistant/ Reception **Reports to**: Property Manager & Board of Directors **Purpose**: To carry out/or oversee all functions related to administration of the property. **Responsibilities**: - Prepare reports and correspondence for the Manager and the Board of Directors - Assist the Manager and Superintendents in day-to-day...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Thales Canada Inc., Defence and Security Full time

    Location: Ottawa 1 Chrysalis, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's...

  • Administrative Assistant

    1 month ago

    Ottawa, Canada Thales Full time

    Location: Ottawa 1 Chrysalis, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's...