Ontario Medical Association Looking for Senior Administrator, Physician Health Program at Toronto, Ontario, Canada Full Time

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.

Our Physician Health Program (PHP) provides a range of services to doctors, residents, and medical students across the province, and supportive services to family members. PHP services align with the belief that physician health matters and that education, early intervention and treatment are important in helping to sustain a healthy medical workforce. Services to members include timely connection to treatment and resources and support, advocacy and accountability programs that assist physicians and learners in safely returning to training and practice.

Job Summary

Reporting to the Manager, Operations, PHP, the Senior Administrator is responsible for providing complex administrative support across the administrative and operational functional areas the PHP to effectively serve Ontario physicians.

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 Manager, Operations with program planning, budget, identifying gaps and quality improvement initiatives, and assisting the 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

• Community College Diploma in Business/Office Administration or equivalent.
• A minimum 2-5 years’ administrative experience, including medical terminology and financial processing (e.g., invoicing and record keeping).
• Experience in a clinical environment (hospital or clinic) would be considered an asset.
• Experience working in mental health field.
• 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 per week in our Toronto.

What We Have To Offer You

• A work environment whose values are to be — respectful, bold, responsive, and transparent in our work and our behaviours.
• Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA, its members, and the healthcare 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
• 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 three consecutive years.

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

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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.