Mcmaster University Medical Centre Series jobs

Schedule

Monday-Friday 8:30am to 4:30 pm, hybrid (2-3 days onsite weekly)

Education Level

Two-year Community College diploma in Medical Office Administration or related field.

Career Level

Requires three years of relevant experience

Anticipated Start Date

September 21, 2026

JD #:

JD0009

Pay Grade:

5

Title:

Medical Secretary II

Unit/Project Description:

The Department of Pediatrics is currently welcoming applications for a full-time Medical Secretary (II)

to cover a leave. This is an excellent opportunity for an organized, motivated and detail-oriented individua

l to join us in an important role at McMaster University.

A Medical Secretary is required to provide secretarial and administrative support in the Department of Pediatrics.

The successful incumbent will coordinate support within the Division of Critical Care to administer general office,

accounting and program procedures within a fast-paced, academic medical setting. The division currently includes

nine fulltime faculty. In this role, you will support both clinical and academic activities, including liaising daily with

patients/parents, the clinic and multi-disciplinary teams, along with various learners and research staff. You will

provide direct support to multiple, clinical faculty, including calendar management, meetings - minutes, RMA/OHIP

billing; research activities such as grant and REB applications, and any financial aspects including processing

expenses. This position will also have some responsibility for liaising with the clinic and allied health care team members.

You will be responsible for maintenance of the various activity tracking databases required by the department of pediatrics

and Faculty of Health Sciences (CV’s, education hours, merit spreadsheet etc.)

About Us

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians,

scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families – both

locally, and around the world. We are proud to support a broad and comprehensive pediatric critical care service at McMaster

Children’s Hospital for a populous and diverse region of Ontario, Canada. In addition to being active clinicians, all faculty

members have focused areas of academic interest and are engaged in research, education, administrative, and quality improvement

work at local, national, and international levels. Our administrators are valued team members and are critical to the success and

impact of our work.

We invite you to find out more about us here:

https://healthsci.mcmaster.ca/pediatrics

https://www.instagram.com/macupediatrics/

https://www.linkedin.com/company/mcmaster-university-department-of-pediatrics

https://pediatrics.healthsci.mcmaster.ca/about-us/mission-vision-values/

What We Offer:

In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not

limited to:

• Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Participation in a Group Retirement Savings Plan.
• Training, coaching and professional development opportunities
• Employee tuition assistance for continuous development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning
• Progressive paid annual vacation plan

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Key Purpose & Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.

• Write a variety of documents including correspondence, reports and meeting minutes

• Schedule patient medical appointments and procedures.

• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.

• Resolve scheduling and calendar issues, complaints, and conflicts.

• Use a Dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.

• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.

• Process and reconcile clinical and third-party service billings.

• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.

• Interact with patients and their family members who may be experiencing emotional or difficult situations.

• Ensure patients understand all instructions given to them for tests and medical procedures.

• Gather and compile information required for a variety of grant submissions and reports.

• Facilitate the collection of signatures required on grant applications and agreements.

• Conduct database, literature and web searches to locate and retrieve documents and articles.

• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.

• Set up and maintain filing systems, both electronic and hard copy.

• Update and maintain information in a variety of databases.

• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.

• File, retrieve, and purge files.

• Monitor and order office supplies.

• Attend meetings and take minutes.

• Assemble, collate, and disseminate mailings.

• Open and distribute incoming mail and faxes and arrange courier shipments.

• Remain current with relevant medical terminology.
  

Requirements:

Two-year Community College diploma in Medical Office Administration or related field.

Requires three years of relevant experience.

Assets:

• Attendance at the occasional before and after-hours meetings may be a requirement of this position.
• Medical terminology would be considered an asset.
• Experience with OHIP billing would be considered an asset

We welcome candidates who are inspired by our MVV framework and who will strive to uphold our values everyday

Additional Information:

Knowledge and Experience with:

Environment:

• Experience working in a child and youth medical environment
• Relevant experience and knowledge within a clinical academic environment
• Robust self-care skills and an ability to cope emotionally with encountering the themes of
  chronic health concerns.

Technology:

• Computer software programs – Skilled with using Microsoft Office Suite, including Office
  365 and Outlook, SharePoint, WORD and EXCEL, PowerPoint; is expected.

• Virtual meeting/appointment coordination, using ZOOM and Microsoft TEAMS

• Experience with supporting various data tracking/collection tools including web-based
  platforms such as CVs (Curriculum Vitaes)

• Hospital EMR systems (EPIC), Quanum
  

Finance:

• Relevant experience with financial processes including within multiple institutions such as
  expense processing.

• Knowledge regarding opening and closing of research accounts

• Relevant experience with budget management, account reconciliation.

Planning & Organizing:

• Three years relevant experience supporting multiple people

• Extensive experience with calendar management

• Experience with reference management

• Relevant experience with event coordination - such as rounds, small meetings and
  workshops

• Relevant experience with Minute taking

• The ability to think critically to prioritize competing demands, identify issues and apply insights to problem-solving .

• The responsible individual must also establish their workflow priorities to ensure that all deadlines are met and that the workload for the multiple faculty members flows efficiently.

• Be adaptable to adjust to changing priorities, processes, or environments. Comfortable handling unexpected challenges with the capacity to learn and adopt new skills, technologies, and methods to meet evolving organizational needs.

Other Interpersonal Skills:

• Ability to communicate and build positive relationships with colleagues, partners and stakeholders both internally and externally coupled with the ability to clearly convey ideas, instructions, and information to diverse audiences (both verbally and written)
Ability to navigate conflicts to find resolutions that support team cohesion and organizational success.