Senior Administrator, Physician Health Program

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The Ontario Medical Association (OMA) advocates for and supports doctors, seeking to strengthen their leadership role in caring for patients. We continually seek to be the trusted voice in transforming Ontario’s health‑care system by courageously pursuing best practices, new ideas, solutions, and opportunities to improve.

Job Summary

Reporting to the Senior Manager, Operations, the Sr. Administrator is responsible for providing complex administrative support across the administrative and operational functional areas of the Physician Health Program (PHP) to effectively serve Ontario physicians.

How You Will Make a Difference

• Coordinating, tracking, planning, preparing, and expediting daily workflows for the senior staff by responding to inquiries, preparing documents, supporting the financial operations, and coordinating schedules, travel, and meeting arrangements.
• Preparing documents including but not limited to routine correspondence, contracts, client reports and meeting minutes, ensuring deadlines are met.
• Participate in internal projects, developing and enhancing the administrative processes, PHP database, and documenting department procedures in the Standard Operating Procedures Manual.
• Coordinating activities for annual meetings by assembling and distributing member packages/agendas, recording, determining relative importance and sensitivity of meeting discussions and record minutes, communicating decisions made, and identifying appropriate action through action lists.
• Prepare and provide regular reporting to management on the administrative and clinical activities. Tracking and monitoring administrative metrics for the program to assist the Senior Manager, Operations with program planning, budget, identifying gaps and quality improvement initiatives, and assisting the Senior Manager with reporting to governance.
• Preparing financial invoices and collaborating with the Finance Department on program‑related billings.
• Present ideas for discussion, participate, and make recommendations for new practices and procedures that will contribute to the participants’ experience and ensure high quality of service is provided to PHP participants.
• Manage highly sensitive personal and professional information in accordance with OMA’s privacy policies and existing legislation pertaining to addiction and mental health issues. Investigate and research when lab and clinical reports receive insufficient or misleading information.

Requirements That Are Important To Us

• College Diploma in Business/Office Administration or equivalent.
• A minimum 4‑7 years’ administrative experience, including medical terminology and financial processing (e.g., invoicing and record keeping).
• Experience in a clinical environment (hospital or clinic).
• Experience working in mental health field would be considered an asset.
• Experience working in an interdisciplinary cross‑functional team environment.
• Excellent communication, interpersonal skills and report writing abilities are essential.
• Strong familiarity with Microsoft Office Suite including PowerPoint, Excel, and Word.

The OMA has moved to a permanent hybrid work environment. As such, the individual in this position will be required to work a minimum number of days in our Toronto office.

What do we have to offer you?

• A work environment whose values are to be respectful, bold, responsive, and transparent in our work and our behaviours.
• A fantastic opportunity to grow with the team and help shape the strategic direction of the OMA, its members and the health‑care system.
• An organization that is committed to the equity, diversity and inclusion principles of humility, accountability, collaboration, courage and integrity.
• A commitment to growth and development through paid professional development and continuous in‑house learning.
• A friendly and flexible hybrid work environment.
• Competitive salary and bonus program.
• Exceptional group benefits package, including a spending account and a robust wellness program.
• An organization that has been recognized as a Greater Toronto’s Top Employers for five consecutive years.

As a condition of employment, OMA conducts background checks and reference checks for all open positions.

The Ontario Medical Association is strongly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, women, Indigenous People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. In accordance with the AODA Act, accommodation will be provided throughout the recruitment process to applicants with disabilities.