Administrative Assistant III Division of Cardiology

$21.799- $25.040
Competition No.:
8am-4pm Mon to Fri
Posting Date:
April 19, 2017
Closing Date:
Wednesday 26 April, 2017
Start Date:
Monday 1 May, 2017

* Applications must be received no later than 4:30 PM EST on the closing date (Wednesday 26 April, 2017)

Position Summary:

Working in the Division of Cardiology, the Administrative Assistant III works under the direction of the attending physicians and assures proper office administration, assists with coordinating clinic schedules for the supervising physicians and providing support for the physicians’ clinical practices.  The incumbent is also required to provide administrative support for the physicians’ teaching, research, and administrative duties.


General and Clinical Administration

  • Coordinates clinic activities: Schedules clinic appointments; notifies/reminds patients of their appointments; pulls and prepares charts for clinics.
  • Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
  • Maintains physicians’ daily schedule.  Ensures all clinical, call and day time coverage schedules are entered into the Outlook calendar.
  • Coordinates meetings, travel/accommodation, and educational lectures, as required.
  • Compiles and submits expense claims (ie. travel, honoraria, meeting expenses, legal case opinions, etc.)
  • Tracks and assists with professional communications with other physicians and professional associations.
  • Records, drafts and distributes minutes for program meetings as required.
  • Assists with annual reapplications for professional licenses/privileges and maintenance of certification.
  • Produces and completes standard requisitions and clinical forms, including legal documentation.
  • Completes medical reports and insurance papers.
  • May assist with preparation of presentations.
  • Assists with completion of billings for UMA.
  • Ensures all filing is done in a timely manner.
  • Collects and arranges for delivery of mail, courier, and/or other items.
  • Assists other administrative assistants in the Division as required.
  • Provides administrative support for special projects as required by the physicians and/or Division.
  •  Maintains a database of specific tests (such as cardiac catheterizations, cardiac surgery or percutaneous interventions) as required and liaises with the Triage Office at the Ottawa Heart Institute.
  • Assists with preparation of presentations as well as the creation and maintenance of spreadsheets.
  • Transcription of reports and other correspondence as required for the Division.


Academic Administration

  • Provide general support to rotating medical residents/students.
  • Updates and maintains schedules of medical residents/students rotating through Cardiology.
  • Maintains a record of residents/students rotating through clinics/consult service with physicians (for STAR purposes).
  • Assists with preparation of presentations as well as the creation and maintenance of spreadsheets.

Research Administration

  • Assists in completion of grant applications, ethics forms, formatting of manuscripts, etc.
  • Reference management.
  • Searching for and retrieval of research material from library and web sources.
  • Support for submission of papers being sent to scientific journals for publication (i.e. creation of tables, figures, text; electronic submission to journals.)



  • Liaises with other administrative assistants within the Division, Department of Medicine, and the Ottawa Heart Institute, as well as other physician’s offices.
  • Provides administrative support for special projects as required by the Doctors.
  • Provides coverage for absent administrative assistants within the Division as required.



  • Secondary School Diploma (Grade 12) or equivalent
  • Secretarial Diploma or equivalent (preferred)
  • Minimum 3 to 5 years of previous related experience
  • Good knowledge of MS Outlook, Word, Excel and PowerPoint
  • Experience booking appointments, consultations, procedures and filing patient reports
  • Knowledge of medical terminology
  • Preferred knowledge of OACIS, SMS, STAR and Hospital policies and procedures.
  • Experience with voice recognition technology (i.e. Dragon).
  • Intermediate to advanced knowledge of Email applications, MS Office (Word, Excel & PowerPoint), and Adobe
  • Ability to work independently and as a team member
  • Excellent interpersonal skills and verbal communication skills
  • Excellent organizational, prioritization, and time-management skills required to coordinate multiple activities
  • Initiative, dedication, and attention to detail
  • Ability to work well under stress with minimal supervision
  • Proficiency in speaking and comprehending both English and French (Level A-) is required.

HOW TO APPLY: To apply for this exciting opportunity, please forward resume and cover letter quoting the corresponding Competition Number, by email at, by fax at 613-737-8851 or by regular mail to Human Resources:

Department of Medicine, Box 206, The Ottawa Hospital, 501 Smyth Road, Ottawa, ON K1H 8L6.

We sincerely thank all applicants for their interest but only those under consideration will be contacted.

 IMPORTANT NOTICE: Support staff are employees of the hiring physician(s) or Division and 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.