Administrative Coordinator for Infectious Diseases Division

4 weeks ago

Ottawa, Ontario, Canada Ottawa Department of Medicine Full time

Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team in the Division of Infectious Diseases at the Ottawa Department of Medicine. The successful candidate will provide administrative support to our physicians and ensure the smooth operation of our clinic.

Key Responsibilities

  • Maintain accurate and up-to-date schedules for our physicians, including appointments, meetings, and travel arrangements.
  • Coordinate clinic activities, including scheduling appointments, notifying patients, and addressing their inquiries.
  • Prepare and complete standard requisitions and clinical forms, including legal documentation and medical reports.
  • Assist with coordinating meetings and educational lectures, as required.
  • Compile and submit expense claims, including travel, honoraria, and meeting expenses.
  • Initiate purchase orders, deposits, and cheque requisition requests using the appropriate cost center.
  • Proofread documents and compose routine correspondence.
  • Provide exceptional customer service, responding to phone calls and messages in a timely manner.
  • Update and maintain physicians' curriculum vitae and documentation for professional advancement and annual reporting.

Requirements

  • Community College Diploma or equivalent.
  • Minimum of 3-5 years related experience.
  • Certificate in medical terminology preferred.
  • Excellent knowledge of MS Outlook, Word, Excel, and PowerPoint.
  • Experience booking appointments, consultations, procedures, and filing patient reports.
  • Meticulous attention to detail.
  • Excellent communication and interpersonal skills.
  • Proficiency in speaking and comprehending both English and French.
  • Excellent organizational, prioritization, and time-management skills.
  • Good judgment and problem-solving abilities.
  • 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.

What We Offer

The Ottawa Department of Medicine offers a dynamic and supportive work environment, with opportunities for professional growth and development. We are committed to providing exceptional patient care and are seeking a dedicated and detail-oriented individual to join our team.

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