Quality Assurance Coordinator

Position Summary

The Quality Assurance Coordinator plays a critical role in the administration, and oversight of quality initiatives within the Department of Obstetrics, Gynecology & Newborn Care at The Ottawa Hospital (TOH). This position ensures the effective planning, execution, and evaluation of quality improvement projects while supporting the Director of Quality and other key decision-makers in their efforts to enhance patient care, safety, and operational excellence.

Key Responsibilities

1. Quality Program Administration

• Provide full-time support to the Quality Program.
• Track quality-related projects and action items for the department.
• Support the Director of Quality in complying with TOHAMO quality metrics and reporting standards.
• Maintain ongoing communication with Quality Leads, the Quality Committee, and other key party members.
• Assist in department-wide communications regarding Standard Operating Procedures (SOPs) and quality-related updates.

2.Annual Reports Administration and Support

• Help prepare and submit annual departmental reports
• Collaborate with key department leads to gather data and track progress.
• Ensure year-round project tracking and compliance metrics.
• Facilitate the quality program to meet annual department requirements upon receiving submission guidelines
• Monitor and follow up on projects listed in department reports to ensure completion.

3. Administrative & Project Support for the Director of Quality

• Oversee calendar scheduling for the Director of Quality.
• Provide administrative support for:
• Key projects, working groups, and process improvements.
• Presentations and reports for executive leadership
• Meetings with Quality Leads, trainees and other team members.
• Assist with research projects if required, M&M rounds, and quality trainee projects.

4. Quality Leads & Committee Meeting Support

• Work with Quality Leads to develop meeting agendas.
• Record and distribute minutes from quarterly Quality Leads Meetings.
• Track action items related to OB QA MD, Gyne QA MD, and MFM QA Lead.
• Provide follow-up support to ensure timely completion of tasks.

5. Quality Project Oversight Committee

• Organize committee meetings, prepare agendas, and record minutes.
• Ensure effective communication and follow-up with project leads.
• Facilitate review and approval of quality project submissions.
• Liaise with clinical managers and teams impacted by projects.

6. Quality Reporting & Documentation

• Support the development of annual reports, including:
• Annual Quality and Patient Safety Academic Report.
• Annual Quality Plan.
• Ad hoc quality summaries, presentations, and project updates.

7. Overall Quality Improvement (QI) Project Administration

• Support QI projects and initiatives for the department, including:
• Organization of QA-related activities, projects, and meetings.
• Assisting with REB checklists and project documentation.
• Track and report on project progress, key findings, and action items.

8. Team Training Program + Workshops – Project Administration

• Organize all logistics, coordination, and execution of the Team Training Program + Workshops, including:
• Scheduling meetings, tracking attendance, and managing registration.
• Liaising with simulation centers and security for facility access.
• Creating promotional materials, invitations, and advertisements.
• Ensuring compliance with certification requirements and exam completions.
• Organizing faculty facilitators and ensuring multidisciplinary team participation.
• Organizing workshop materials, agendas, and catering logistics.
• Overseeing day-of workshop operations and facilitation.

9. Document Retention and Communication

· Oversee, organize, and update the Department SharePoint site on a regular basis with relevant materials to support communication, record-keeping, and document accessibility.

· Ensure that all departmental policies, meeting minutes, and official documents are properly stored and maintained on SharePoint rather than local drives.

· The department's primary means of communication will be MS Teams for messaging and team collaboration.

Qualifications

Education & Experience

• 3-5 years of administrative experience, preferably in a healthcare or academic setting.

· Post-secondary education (college or university) in Administration, Business, or a related field, or an equivalent combination of education and experience.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational, analytical, and problem-solving abilities.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and project management tools.
• Ability to organize multiple projects, deadlines, and key contributors simultaneously.

Preferred Qualifications

• Familiarity with hospital policies.

Work Environment

• Hybrid work model (1-2 days in-office per week, subject to departmental needs).
• Occasional travel required for meetings, workshops, and training sessions.
• Requires flexibility in working hours during peak quality reporting periods.

Salary Range with Benefits

· Salary Range: $63,000.00 – $81,000.00 per year, based on experience and qualifications

· Annual performance review with opportunities for salary progression based on merit.

· A compressed work week is available after three months of employment.

· Health and Dental Spending Account

· Annual RRSP Contributions based on years of employment

Application Process

Interested candidates should submit the following:

• A cover letter highlighting relevant experience and interest in the role.
• A current resume or CV.

Job Type: Full-time

Pay: $63,000.00-$81,000.00 per year

Work Location: Hybrid remote in Ottawa, ON K1G 1N7