About us
At the University of Ottawa Heart Institute (UOHI), excellence in clinical care, education, and research is our standard. The Association of Academic Cardiologists at UOHI comprises a dynamic team of specialized cardiologists deeply committed to providing outstanding cardiac care, advancing medical knowledge through research, and nurturing future healthcare professionals through dedicated teaching. We are proud of our achievements in cardiac care and our contribution to the global medical community.
Job description
The Executive Assistant will support the business operations of the Association of Academic Cardiologists (AAC) at the University of Ottawa Heart Institute (UOHI), reporting directly to the Executive Director. This role will oversee operational, financial, and administrative tasks critical to the smooth running of the AAC. The Executive Assistant will ensure efficient business processes, manage physician-related activities, handle data and metrics, and support compliance across the organization. Acting as a key point of contact for various stakeholders, the incumbent will streamline operations and drive improvements, reporting regularly to the Executive Director on the progress and status of initiatives
Key responsibilities
Responsibilities may include, but not limited to:
- Administer and manage contracts, agreements, and business documentation for AAC physicians, ensuring accurate record-keeping.
- Monitor and streamline business operations by identifying gaps, implementing process improvements, and driving operational efficiencies.
- Ensure that AAC operations align with relevant healthcare legislation and organizational policies.
- Maintain key internal documentation, including updates on physician data, performance metrics, and office operations.
- Manage the collection, analysis, and reporting of operational and financial data to support AAC decision-making.
- Develop dashboards and reports that track key performance indicators, supporting the Executive Director and AAC leadership with actionable insights.
- Support financial operations, including tracking revenue, expenses, preparing budget summaries, and forecasting.
- Provide administrative support to the AAC leadership team, coordinating meetings, managing schedules, procuring supplies and equipment, and ensuring governance protocols are adhered to.
- Maintain document repositories, including physician contracts, governance documents, and business policies.
- Coordinate AAC events, meetings, and workshops, handling logistical aspects and managing external service providers.
- Assist in the planning and execution of strategic initiatives and special projects that enhance AAC operations and support the Executive Director.
- Lead ad hoc projects related to operational improvements, technology implementation, and business processes.
Qualifications and requirements
- Undergraduate degree in Commerce, Business administration, or associated studies; OR a diploma in business administration, or similar field of study, OR equivalent experience of 3 or more years in a similar role
- Experience managing budgets, procurement, or basic financial processes.
- Experience in project coordination in some capacity
- Experience or familiarity with Health Care industry an asset
- Strong data analysis and reporting capabilities, with an ability to extract and interpret complex metrics.
- Excellent organizational, prioritization, and time management skills.
- Strong written and verbal communication skills, with a high level of discretion and confidentiality.
- Ability to collaborate with cross-functional teams, while working independently with minimal supervision
- Proficient level of business acumen and an ability to view administrative tasks from a holistic perspective
- Strong knowledge of Microsoft Office Suite
- Strong analytical and problem-solving skills
- Bilingualism (English and French) is an asset
To apply
Submit your application through our online portal by using the link below. Applications will be reviewed on a rolling basis until the deadline.
Submit your application (WorkForceNow)
Employment statement
While our employees work in offices within the University of Ottawa Heart Institute, they are employed by the Ottawa Academic Cardiology Management Corporation. We are an equal opportunity employer, celebrating diversity and committed to creating an inclusive environment for all employees. We encourage applications from all qualified individuals, including underrepresented groups.
Accommodations will be provided in all parts of the hiring process for those with specialty requirements. Applicants should make their needs known in advance.