The Ottawa Hospital jobs in Ottawa, ON

Executive Coordinator

Department of Ophthalmology

Location: The Ottawa Hospital, General Campus, 501 Smyth Road, Ottawa, Ontario
Position: Full-time, 37.5 hours per week
Salary: $36.00–$42.00 per hour, approximately $70,200–$81,900 annually
Reports to: Executive Director, Department of Ophthalmology

About the Position

The Department of Ophthalmology is seeking a highly organized, proactive and resourceful Executive Coordinator to provide executive administrative and operational coordination to the Executive Director.

This is a varied role for someone who enjoys bringing structure to complex work, anticipating what needs to happen next and ensuring that important matters move forward. The Executive Coordinator will support departmental governance, physician and academic administration, recruitment, onboarding and offboarding, meetings and events, operational purchasing, records management and special projects.

Reporting directly to the Executive Director, the successful candidate will manage multiple priorities, maintain effective tracking systems, independently follow up on outstanding actions and coordinate with physicians, departmental personnel, The Ottawa Hospital, the University of Ottawa, vendors and external contacts.

Key Responsibilities

Executive Administration and Coordination

• Provide comprehensive administrative and coordination support to the Executive Director.
• Manage department-related calendars, meetings, appointments and scheduling requirements.
• Proactively monitor deadlines, commitments and recurring requirements.
• Prepare briefing materials, background documents, meeting packages, correspondence, reports and presentations.
• Coordinate document review, approval and signature processes.
• Maintain systems for tracking requests, decisions, deadlines and outstanding actions.
• Independently follow up with responsible individuals on matters assigned or approved by the Executive Director.
• Coordinate special projects and departmental initiatives, monitoring progress and identifying outstanding requirements.
• Handle confidential and sensitive information with discretion.

Governance and Committee Coordination

• Coordinate the administrative requirements of assigned departmental committees and working groups.
• Maintain annual schedules for committee meetings, departmental meetings and governance requirements.
• Coordinate invitations, agendas, meeting materials, rooms and virtual meeting arrangements.
• Prepare meeting templates, draft minutes and records of decisions, as assigned.
• Maintain action-item trackers and follow up on approved actions and deadlines.
• Maintain Terms of Reference, agendas, minutes, resolutions and other official governance records.
• Provide administrative coordination for the Departmental Teaching Personnel Committee, including scheduling, meeting materials, confidential records and follow-up.

Physician and Academic Administration

• Coordinate administrative processes relating to physician recruitment, appointments, renewals, academic appointments, cross-appointments, promotions and leadership appointments.
• Maintain accurate tracking systems for appointment terms, renewals and deadlines.
• Coordinate application and appointment packages including curricula vitae, forms, letters, approvals, signatures and supporting documentation.
• Prepare routine appointment and administrative correspondence using approved templates.
• Coordinate submissions to the appropriate offices at The Ottawa Hospital, the University of Ottawa and other institutions.
• Monitor outstanding documentation and approvals, proactively following up to ensure timely completion.
• Maintain secure and confidential physician and academic records.
• Support administrative processes associated with physician departures, retirements and changes in appointment status.

Onboarding and Offboarding

• Coordinate departmental onboarding for new physicians and employees.
• Maintain onboarding checklists and monitor completion of required activities.
• Coordinate departmental forms, documentation, access requests, registrations and introductions.
• Liaise with appropriate hospital, university and departmental contacts.
• Follow up on incomplete requirements and identify delays requiring attention.
• Coordinate department-related offboarding for departing or retiring physicians and employees.
• Maintain complete and accurate onboarding and offboarding records.

Departmental Operations and Purchasing

• Coordinate purchases of goods and services authorized by the Executive Director.
• Collect and organize the documentation required to initiate approved purchases and services.
• Obtain quotations, product information and service details.
• Initiate and track purchase orders through the hospital’s iProcurement system.
• Coordinate with vendors and service providers regarding approved purchases, scheduling, delivery and implementation.
• Coordinate invoices, quotations, approvals, reimbursement documentation and other supporting documents with the appropriate finance personnel.
• Maintain organized records relating to purchases and departmental operations.
• Monitor outstanding orders, deliveries and services and follow up through completion.
• Coordinate office furniture, equipment, signage, keys, access, moves, repairs and related operational requirements.
• Liaise with Facilities, Information Services, vendors and other service areas regarding approved work.

Meetings, Events and Departmental Activities

• Coordinate departmental meetings, retreats, educational events, recognition activities and other assigned events.
• Arrange invitations, registration, rooms, venues, catering, audiovisual requirements and event materials.
• Liaise with physicians, presenters, participants, vendors and institutional contacts.
• Prepare schedules, participant information, meeting packages and supporting materials.
• Monitor logistical requirements and resolve or escalate issues as appropriate.
• Maintain event records and coordinate post-event follow-up.

Records, Correspondence and Process Improvement

• Maintain accurate and well-organized departmental records in approved SharePoint, Teams and other repositories.
• Maintain trackers for governance, appointments, onboarding, purchasing, facilities, events and other assigned responsibilities.
• Maintain departmental contact lists, distribution lists, templates, forms and administrative reference information.
• Draft or coordinate routine departmental correspondence within delegated authority.
• Direct matters requiring a decision or commitment to the Executive Director.
• Identify processes that would benefit from improved documentation, consistency or standardization.
• Develop practical trackers, work plans, checklists and administrative tools to improve efficiency and follow-through.
• Protect confidential physician, employee, academic and institutional information.

Qualifications

• Postsecondary diploma or degree in business administration, office administration, public administration, health administration or a related field, or an equivalent combination of education and relevant experience.
• Significant experience providing executive, senior administrative or operational coordination support in a complex professional environment.
• Demonstrated experience coordinating meetings, committees, records, deadlines and multiple concurrent administrative processes.
• Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Demonstrated ability to prepare accurate and professional correspondence, minutes, reports, presentations and administrative records.
• Excellent written and verbal communication skills.
• Fluency in English is required. French-language skills are an asset.

Experience in any of the following areas would be considered an asset:

• A hospital, university, academic medicine, health-care or public-sector environment.
• Physician recruitment or academic appointment administration.
• Employee or physician onboarding and offboarding.
• Event, purchasing, vendor or operational coordination.
• Experience with hospital or university administrative systems and processes.

The Ideal Candidate

You are someone who:

• Is exceptionally organized and attentive to detail.
• Takes ownership of assigned work and follows it through to completion.
• Anticipates next steps, proactively follows up and ensures that important matters do not fall through the cracks.
• Can balance multiple priorities, deadlines and changing requirements.
• Exercises sound judgment, demonstrates initiatives and knows when to seek direction.
• Communicates clearly, professionally and diplomatically.
• Handles sensitive information with discretion.
• Develops practical solutions when information is missing or an administrative obstacle arises.
• Works effectively with physicians, employees, institutional partners and external contacts.
• Is comfortable working independently while remaining accountable to the Executive Director.

Why Join Us?

This position offers an opportunity to play an important role in the administration and coordination of a complex academic health-care department. The successful candidate will work closely with the Executive Director and contribute to the effective functioning of departmental governance, physician administration, operations and special initiatives.

The role will suit an experienced administrative professional who values meaningful work, variety, responsibility and the opportunity to improve how administrative processes are organized and delivered.

How to Apply

Please apply via email to ophthalmology.director@toh.ca and include:

• A current résumé.
• A cover letter outlining your relevant executive administrative or coordination experience, including your ability to manage multiple priorities, deadlines and confidential information.

Application deadline: November 10, 2026
Anticipated start date: November 30, 2026

We thank all applicants for their interest. Only applicants selected for an interview will be contacted.

Pay: $70,200.00-$81,900.00 per year

Benefits:

• Paid time off

Work Location: In person