Full-Time Administrative Assistant – Hematology

Full-Time Administrative Assistant - Hematology (General Campus)

Description

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Full-Time Administrative Assistant (non-clinical) in the Division of Hematology at the General Campus. The administrative assistant will provide administrative and research support to the Division of Hematology.

Responsibilities

(This is not a complete list):

• Maintains physician(s)' daily schedule and maintains their Outlook calendar. Including determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing
• Coordinate meetings, including preparing agendas, attending meetings and composing minutes
• Update and maintain physician's curriculum vitae and documentation for professional advancement and annual reporting
• Assist with the preparation of grant applications, including basic literature searches, inserting references, generating bibliographies, completing forms, contacting and obtaining information from co-authors
• Assist with administrative coordination for research projects (obtaining quotes, booking meetings, preparing documentation for patients)
• Initiate purchase order, deposits, and cheque requisition requests using the appropriate cost centers
• Assist with registration for conferences, coordinating travel arrangements and preparing travel expense claims
• Coordinate learning rounds for the division including booking rooms, catering, and AV requirements

Qualifications

• Community College Diploma or equivalent;
• Certificate in medical terminology preferred;
• Good knowledge of MS Outlook, Word, Excel and PowerPoint;
• Experience booking meetings and taking meeting minutes
• Meticulous attention to detail;
• Excellent communication skills – able to clearly express self to patients and provide specific instructions;
• Excellent interpersonal skills;
• Proficiency in speaking and comprehending both English and French preferred.
• 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.

Job Benefits

The University of Ottawa Medical Associates (UMA) is the largest physician partnership in the Department of Medicine, The Ottawa Hospital/University of Ottawa, Faculty of Medicine. Working closely with our physician specialists, most of our employees work from offices within The Ottawa Hospital.

The Department of Medicine is a collective of experts and innovators. We are specialist physicians, resident doctors and medical students, researchers and administrators. We all have one guiding ambition: to move medicine forward. The administrators of DOM are the core of our workplace; enabling the education of our residents and medical students as well as the vital work of our researchers and physician specialists.

We are deeply committed to supporting the well-being of our employees. To promote your health and wellness, we offer paid vacation and sick days. We also prioritize your long-term financial security through participation in the Healthcare of Ontario Pension Plan (HOOPP). Thanks to our strong partnership with The Ottawa Hospital, employees can benefit from the intercampus shuttle service for convenient travel between locations, as well as work-life balance perks like exclusive discounts on travel, hotels, and on-site gyms. These benefits are designed to enrich both your personal and professional life, ensuring your experience with us is both rewarding and fulfilling.

Contacts

To apply for this exciting opportunity, please forward your resume and cover letter, quoting the corresponding position title, by email at

IMPORTANT NOTICE:

Support staff are employees of the University of Ottawa Medical Associates. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The University of Ottawa Medical Associates will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.

The Department of Medicine is committed to upholding the values of equity, diversity, inclusion, and accessibility in our living, learning, and work environments. We encourage qualified applicants from all groups with historical and/or current barriers to equity to apply. Upon request, accommodations due to a disability are available throughout the recruitment process.

Please note Canadian citizens and permanent residents will be given priority. We sincerely thank all applicants for their interest; however, only those selected for an interview will be contacted.

Hiring organization

Employment Type

Full-time

Duration of employment

Permanent

Industry

Healthcare

Job Location

Ottawa, ON, Ontario, Canada

Working Hours

37.5 hours per week

Base Salary

$26.263-$31.387

Valid through

October 23, 2025