Work Type: Temporary Full Time until March 31, 2026

Position: Administrative Assistant, Medical Affairs

Location: WRHN

Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.

At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

Please Note: New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.

Position Summary :

The Administrative Assistant provides comprehensive administrative and clerical support to the Medical Affairs Office, ensuring smooth day-to-day operations. This role supports physician onboarding, scheduling, correspondence, and records management, enabling efficient functioning of medical leadership activities.

Responsibilities:

• Manages calendars, schedules meetings, and coordinates logistics for Medical Affairs leadership.
• Prepares correspondence, reports, presentations, and meeting materials as required.
• Supports physician onboarding processes including credentialing documentation and orientation logistics.
• Maintains accurate filing systems (electronic and paper) ensuring confidentiality of sensitive information.
• Responds to routine inquiries from internal and external stakeholders promptly and professionally.
• Supports meeting preparation including agenda distribution, minute taking, and action item tracking.
• Assists with data collection and report preparation for quality, safety, and administrative metrics.
• Coordinates travel arrangements and expense submissions for Medical Affairs leadership.
• Ensures office supplies, equipment, and resources are maintained and available as required.
• Supports internal communication efforts including drafting memos, newsletters, and updates.
• As we bring our sites together and align divergent practices, this role will support work within the organization and also reach out to other organizations to benchmark and achieve best-of-breed practices through the merger. key priorities include:
• Gathering benchmarking data from peer hospitals on structure of medical and academic affairs portfolios, including nuances of centralized vs. decentralized work and financial structures, and how recredentialing processes support medical staff learning modules.
• Drafting and editing policies that are currently missing or discordant.
• Preparing content for the new WRHN website and intranet/SharePoint site.
• Building and compiling toolkits and resource materials for performance management of chiefs and division leads, faculty appointment processes, physician orientation and onboarding, and medical leader orientation and onboarding.
• Assisting with document preparation for transitioning initial appointment processes from paper-based to electronic systems.
• Supporting the establishment of the wellness bursary program if the wellness position remains unposted in the near future.

Position Requirements:

• Diploma from a recognized post-secondary program in Office Administration, or equivalent experience
• 2–3 years of administrative experience, preferably within healthcare or an academic setting
• Proficiency in Microsoft Office Suite applications at an advanced level
• Ability to work independently as well as collaboratively, fostering positive and effective relationships
• Exceptional interpersonal, verbal, and written communication skills, with a high degree of tact and professionalism
• Strong problem-solving abilities with keen attention to detail and accuracy in documentation
• Proven ability to maintain strict confidentiality at all times
• Excellent time management skills with the capacity to manage competing priorities and maintain organized workflows to meet deadlines
• Excellent customer service and customer relationship skills
• Ability to work flexible hours as needed

Application Instructions:

EMPLOYEES OF LEGACY ST. MARY’S GENERAL HOSPITAL ARE REQUIRED TO SUBMIT THEIR APPLICATION ELECTRONICALLY USING INFOR.

As per the collective agreement, the internal recruitment process will be completed prior to the consideration of external applications.

Waterloo Regional Health Centre is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.

International Applicants

If you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.

We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.

[FR1] Would this also be the case for legacy GRH employees?