Posted date

Monday, December 22, 2025

Deadline

Friday, January 16, 2026

Start date

To be determined

Job type

Permanent

Work hours

Full-Time

Competition number

APF2548

Salary

$60,000 to $82,000

Supervision

Clinical manager, PWC

Unit/Department

Division of Cardiac Prevention and Rehabilitation

Description

The Administrative Assistant is responsible for the administrative support of the Cardiac Prevention Wellness Programs (PWC). Under the direction of the clinical manager of the PWC, this position will provide efficient and effective administrative support, enabling smooth operations and optimal productivity within the organization. They will demonstrate superior interpersonal skills and a client-centered approach with all internal and external stakeholders which includes the public as well as external organizations. This role requires exceptional organizational skills, attention to detail, and strong communication abilities to handle diverse tasks, facilitate seamless workflow, and contribute to overall team success.

Key Responsibilities:

• Day-to-day office support and coordinates office management activities.
• Registration, scheduling, follow-ups of patients, including the public into all programs supported in the PWC area. This includes using the patient Electronic Medical Record (EMR) and/or other platforms used for patient data.
• Works with clients and/or stakeholders to clarify requests, provide support, and confirm eligibility for services rendered by department.
• Continually monitors departmental workflows and projects to ensure efficiency and prompt delivery of services.
• Generating regular reports as requested by the clinical manager to evaluate patient level data and flow.
• Coordinates with other departments as required to ensure the smooth delivery of services relevant to the department.
• Liaises with partner groups, consultants, funders, and site contacts to provide information or administrative support as needed.
• Assists in troubleshooting of any software/hardware issues and provides basic training to staff.
• Participates in relevant committees, forums, or training relevant to department.
• Schedules internal and external meetings including logistics, minute preparation, dissemination and follow-up.
• Coordinates the setup for and delivery of materials for presentations, workshops, conferences, and other program events.
• Supports financial activities, preparing and processing invoices, processing and tracking of program expenditures, liaising with finance, and preparing, coordinating and submitting quarterly & yearly financial reports to key stakeholders.
• Acts as a liaison between staff, management, and external clients.
• Maintains and updates departmental databases and filing systems, ensuring they are up to date, accurate and compliant.
• Manages the stock of office supplies, including placing orders.
• Ensures the receipt/accurate completion of all documentation relevant to functional area and enters data into relevant systems.
• Produces documentation (communications, educational materials, tools, etc.) relevant to department as required and circulates as needed.

Required education and experience

• College degree in office administration or equivalent.
• 3 – 5 years of experience in a similar position.
• Previous experience with administrative management and patient registration.

The ideal candidate will have the following skills, abilities and knowledge:

• Superior problem solving and analytic skills.
• Excellent interpersonal skills.
• Excellent organizational, time management, and multi-tasking skills.
• Demonstrated advanced proficiency with computers software packages (MS Word, Excel, Access, PowerPoint, Adobe).
• Strong written and oral communication skills.
• Works effectively and efficiently in a fast-paced, deadline-driven environment.
• Demonstrated ability to work within a multidisciplinary team.
• Ability to provide off site administrative support for programs within the region.

Other:

• Previous experience working at the University of Ottawa Heart Institute and/or health promotion environment
• Project coordination skills
• Written and spoken bilingualism (English and French) is required

To apply

Please send your cover letter and CV to jobpostings@ottawaheart.ca.

Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ**+** community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.

According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.

The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of COVID-19 vaccine.