Science & Research Medical Coding jobs in Ontario

Position Information

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

About the Position

Reporting to the Director, Patient Care Services, the Administrative Assistant provides confidential senior administrative and operational support to the Director, Senior Medical Lead, program managers, and physician group within the department. The role provides comprehensive administrative, operational, and governance support requiring the coordination of a broad range of complex activities to ensure the efficient functioning of the department.

The role manages multiple competing priorities to support the timely and accurate completion of administrative processes and coordinates a broad range of complex administrative, operational, and governance functions to ensure the efficient functioning of the department. Entrusted with highly sensitive and confidential organizational information, including performance management and employee and labour relations matters, the incumbent exercises sound judgment, discretion, and professionalism while ensuring strict adherence to organizational policies, procedures, and confidentiality requirements.

The Administrative Assistant supports senior leadership meetings, Ministry reporting, shared governance activities, organizational initiatives, committee administration, physician support, financial and administrative processes, and the preparation of correspondence, briefing notes, reports while serving as a key liaison between The Royal, external stakeholders (e.g. Ministry), physicians, corporate departments, and other internal and external stakeholders.

Key Responsibilities

• Provides comprehensive administrative support to the Director, Patient Care Services by proactively managing calendars, coordinating meetings, preparing correspondence, briefing notes, and reports, monitoring action items, and ensuring the efficient coordination of daily priorities and activities. Exercises sound judgment and discretion in managing confidential information and competing demands.

• Supports governance and program-related activities, including organizational and external reporting requirements, committee processes, stakeholder communications, document preparation and management, and related administrative functions involving internal and external partners. Ensures timelines, deliverables, records, and follow-up actions are managed effectively, accurately, and in accordance with organizational requirements.

• Coordinates administrative aspects of operational initiatives, Accreditation activities, quality improvement initiatives, recruitment, onboarding, committee administration, and organizational projects. Provides project coordination, monitors timelines, and facilitates communication across departments to support successful implementation of program priorities.

• Provides administrative support to the Senior Medical Lead and physician group through calendar coordination, physician billing administration, meeting coordination, scheduling support, and organization of physician-related activities. Supports effective communication and coordination between physicians, leadership, and corporate departments.

• Processes payroll coding, purchasing, credit card reconciliation, financial administration, records management, and other operational administrative activities while ensuring compliance with organizational policies, procedures, and confidentiality requirements.

Qualifications

• A 2-year college diploma in Office Administration, Business Administration, Public Administration, Health Administration, or a related field.

• 2 years administrative experience supporting senior leaders in a complex organization.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).

• Demonstrated ability to prepare professional correspondence, briefing notes, reports and presentations.

• Knowledge of payroll coding, purchasing, and financial reconciliation processes

• Experience handling highly confidential information with discretion and sound judgment.

• Strong organizational and project coordination skills with the ability to manage multiple competing priorities.

• Experience coordinating senior leadership calendars, meetings, committees, and organizational projects.

Language Requirements

• English level A- is mandatory in oral expression, comprehension, reading & writing. Bilingual (French/English) is considered a strong asset

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal Ottawa Health Care Group is committed to equity and inclusion in the workplace. Our commitment is rooted in the belief that a diverse workforce enhances the quality of care and organizational strength. We encourage applications from members of equity-deserving communities and welcome individuals from all backgrounds. Upon request, accommodations due to disability are available throughout the recruitment process.