Program and Administrative Coordinator, Physician Support & Wellness (Bilingual Strongly Preferred)

Accountabilities: Coordinate the administration and day-to-day operations of the Physician Support & Wellness programs, ensuring efficient workflows and effective collaboration across stakeholders. Manage the collection, tracking, validation, organization, and secure maintenance of program documentation and data, ensuring the accuracy and integrity of all files. Coordinate the Wellness Support Program, including scheduling calls between physician members and Physician Advisors, assessing urgency, and facilitating timely access to appropriate support. Maintain program and project documentation, monitor milestones and deliverables, and communicate important deadlines, action items, and progress updates to relevant stakeholders. Review post-call survey results, identify relevant findings, and escalate sensitive information or concerns to the Director when further action is required. Recommend improvements to administrative processes, reporting practices, and operational workflows to strengthen efficiency and support continuous quality improvement. Coordinate departmental wellness projects, initiatives, and activities involving multiple internal and external stakeholders. Support the implementation of new departmental processes, procedures, technologies, and program improvements. Assist with quarterly, annual, and ad hoc reporting activities related to departmental programs, projects, and performance. Provide operational coverage and administrative support to other member support functions when required. Manage incoming requests and communications addressed to the Director, prioritizing inquiries and responding directly when appropriate. Coordinate the Director's calendar, appointments, outreach activities, business travel, conferences, meetings, and accommodation arrangements. Organize internal and external meetings, including scheduling, logistics, travel arrangements, catering, and preparation of meeting materials. Prepare, draft, and distribute agendas, minutes, reports, presentations, correspondence, spreadsheets, and other departmental documentation. Assist with expense approvals and administrative expenditures related to office supplies, equipment, catering, and employee recognition. Support departmental records and information management activities, ensuring appropriate documentation and information-handling practices. Coordinate departmental learning, team-building initiatives, and team meetings, including facilitation when necessary. Provide additional administrative and operational assistance to the Director and other departmental colleagues as required. Requirements: Diploma or certificate in a relevant field, obtained through a 2–3-year post-secondary program. 4–6 years of relevant experience in administrative support, program coordination, or a similar role within a professional environment. Strong bilingual communication skills in French and English are strongly preferred, with the ability to communicate effectively with diverse stakeholders in both languages. Experience working with business software and administrative applications, particularly Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with systems such as SUGAR-CRM, EFM, MLScribe, Documentum, and Qualtrics is an asset. Demonstrated experience collecting, organizing, managing, analyzing, and reporting on data, with a strong focus on accuracy and information integrity. Experience coordinating multiple programs, projects, or departmental activities and collaborating across different organizational teams. Ability to work effectively in a high-volume, deadline-driven environment while managing competing priorities. Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, presentations, and meeting documentation. Strong organizational and time-management abilities, with exceptional attention to detail and the capacity to coordinate complex schedules and administrative workflows. Proven ability to take initiative, work independently, exercise sound judgment, and make appropriate decisions while following established procedures. Strong interpersonal and relationship-building skills, with the ability to interact professionally and respectfully with employees, senior leaders, healthcare professionals, and organizational members. Experience organizing meetings, preparing agendas, recording accurate minutes, and coordinating logistical arrangements. Knowledge of budgeting, invoice processing, expense claims, and administrative financial procedures. Ability to coordinate and support the work of colleagues while contributing effectively within a collaborative team environment. Demonstrated discretion and professionalism when managing confidential information, sensitive matters, and personal or professional records. Knowledge of medico-legal terminology or completion of relevant coursework is considered an asset. Experience coordinating surveys, program evaluations, or quality improvement initiatives is an advantage. Familiarity with medico-legal services file management processes is an asset. Benefits: Competitive annual salary: CAD $71,200–$82,800, depending on qualifications and relevant experience. Fully remote working arrangement: Work from a home-based office anywhere in Ontario or Quebec. Optional office access: Opportunity to work from the organization's Ottawa office near Dow's Lake. Regular full-time employment: Newly created position offering an opportunity to contribute to the development of departmental programs and processes. Meaningful work: Contribute to initiatives focused on physician wellbeing, professional support, and the promotion of safe medical care. Collaborative environment: Work alongside multidisciplinary teams and stakeholders committed to healthcare support and organizational excellence. Inclusive workplace: Join an environment that values equity, diversity, accessibility, and different perspectives. Professional development: Gain exposure to program management, healthcare administration, operational coordination, and continuous improvement initiatives. Additional employee benefits and employment conditions may be discussed during the recruitment process.