Division Executive Assistant II Cardiology

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Executive Assistant II in the Division of Cardiology at the General Campus. The Executive Assistant (EA) works under the direction of the Site Chief. The incumbent provides administrative support for the operational needs of the Division and the Site Chief. The Executive Assistant provides clinical and administrative support to the Divisional Physicians.

This is not a complete list:

• Maintains Outlook calendar for the Site Chief. Ensuring all meetings, clinics, call coverage schedules and reminders are entered into the physician’s Outlook calendar.
• Coordinates meetings and assists with preparation of agendas, records minutes, books venue/ coordinates IT, and catering.
• Liaises with the Heart Institute, Faculty of Medicine at the University of Ottawa, Medical Affairs, OHRI, educational institutions, granting agencies, government organizations, drug companies and industry on behalf of the Site Chief.
• Assist in drafting, preparing, and sending/distributing correspondence, such as letters of support, evaluation letters, and communication to division members on behalf of the Site Chief.
• Supports Site Chief to develop and update all call schedules for physicians: tracks requests, updates schedules, and enters in online platforms.
• Prepares, organizes, and maintains a central filing system for the Division of Cardiology General Campus.
• Collects and arranges for delivery of mail, courier, and/or other items.
• Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
• Organizes functions for Division members such as holiday parties, farewells, etc.
• Serves as point of contact between leaders of high-volume referral sources (ER/CTU medicine) into specialty programs; develops and implements tools to collect and collate feedback on referrals to specialty programs from ER/CTU medicine; analyses data collected and reports to appropriate quality and operations leadership in the Division.
• Coordinates all divisional purchases.
• Receives all in-bound follow-up requests from outside MDs (eg from an in-patient unit / ER) and directs to the appropriate cardiologist and admin / cardiologist and specialty program support.
• Makes initial contact with the patient to facilitate pre-consult testing and the initial consult visit
• Assists and supports all newly hired Divisional physicians and administrative support staff, including but not limited to coordination of computer access, office space, position orientation, keys, etc.
• May be required to assist with the coordination of the annual appointments processes and the external review process for the appointment/reappointment of the Site Chief.

• 5-7 years previous related administrative experience
• Intermediate knowledge of MS Office Software, including Outlook, Word, Excel, SharePoint, Teams and PowerPoint.
• Experience working with databases.
• Excellent written communication, proofreading and editing skills required to draft or generate correspondence or documents.
• Preferred knowledge and/or experience with Hospital processes and policies as well as professional licensing bodies and associations.
• Experience coordinating meetings including preparing agendas, minute taking and dissemination, etc.
• Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills, as well as proven ability to meet deadlines.
• Problem-solving skills.
• Ability to work well with minimal supervision.
• Ability to handle highly sensitive and confidential information.
• Proficiency in speaking and comprehending both English and French (Level B+) is required.

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.

The University of Ottawa Medical Associates 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.

If you think we are the right fit, we’d be excited to hear from you! Interested candidates are asked to submit their application, quoting the position title and the candidate’s name in the subject of the email, to Human Resources, Department of Medicine at \"">[email protected].

We thank all applicants for their interest in this position. However, only those candidates who meet the specified requirements will be considered and only those selected for an interview will be contacted. Candidates that do not meet the requirements may be considered for similar opportunities.

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. Proof of vaccination against COVID-19 will be required upon hire.

The University of Ottawa Medical Associates 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.