Medical Administrative Assistant

Job Description

Our client in the healthcare industry is seeking a Senior Medical Administrative Assistant to provide support to two physicians in the Obstetrics and Gynecology department of their hospital. This role combines clinical and academic administrative tasks and requires someone with strong organizational skills, excellent communication abilities, and experience in a medical or hospital setting. The ideal candidate is highly professional, detail-oriented, and comfortable handling confidential information.

• Location & Work Model: On-site, downtown Toronto

• Pay Rate: $24/hour

• Schedule/Hours: 7.5 hours/day; flexible hours between 7:30 AM and 4:00 PM, Monday to Friday

• Contract Duration: 11 weeks, with potential for extension or permanency

Key Responsibilities:

• Provide comprehensive administrative and secretarial support to two physicians

• Manage and coordinate physicians' calendars, including scheduling appointments and meetings

• Act as first point of contact for telephone and office inquiries, maintaining professionalism and discretion

• Maintain and update digital and paper files

• Assist in preparing academic documents, including CV updates, academic activity reports, and merit submissions for the physicians

• Submit research proposals and clinical papers to granting agencies or journals

• Retrieve medical literature and references as needed

• Maintain and update clinical databases and billing records

• Draft various types of correspondence, including patient, legal, and research-related communications

• Maintain High-Risk Schedule and Contact information (Microsoft Outlook) for access of all department personnel

• Ensure strict compliance with privacy and confidentiality guidelines

• Process and track invoices, receipts, and reimbursements from research and departmental accounts

• Liaise with internal departments including research accounting, education coordinators, and business offices

• Perform regular billing using clinical systems

• Provide coverage for other administrative staff as needed

Requirements:

• Minimum 5 years of experience in a medical administrative or hospital-based role

• Completion of a recognized administrative or medical office education program, or equivalent relevant experience

• Proven experience supporting physicians or clinicians in a hospital or academic setting

• Strong administrative and organizational skills

• Ability to handle sensitive information with discretion

• Proficiency with Microsoft Outlook and clinical information systems

• Excellent written and verbal communication skills

• Comfortable in a fast-paced clinical environment