JOB OPPORTUNITY NOTICE
Position: Divisional Operations Coordinator
Status: Full-Time, Permanent
Division: Neurosurgery, Civic Campus
Work Arrangement: Hybrid (4 days onsite, 1 day remote)
Salary Range: $29.00 – $39.00/hr
Start Date: ASAP
Vacancy Disclosure: existing vacancy
POSTION SUMMARY
The Division of Neurosurgery is seeking a highly organized, and digitally capable Divisional Operations Coordinator to support the Division Head and the operational needs of a complex academic surgical division.
This role is central to the smooth functioning of the division. The successful candidate will support divisional referral management, brain tumor delegation workflows, operating room and clinic allocation processes, call schedules, case tracking, QBP-related reporting, divisional finances, and other administrative and operational priorities.
The ideal candidate will be calm under pressure, trustworthy, comfortable working with surgeons and hospital leaders, and able to bring structure to complex, fast-moving clinical environments. This person must be able to navigate competing priorities with diplomacy and sound judgment, maintain strict confidentiality around case assignments, referral decisions, and physician availability information, and exercise sound judgment about when and how to escalate issues to the Division Head.
KEY RESPONSIBILITIES
1. Divisional Operations and Executive Support
- Provide administrative support to the Division Head.
- Coordinate meetings, communications, and follow-up.
- Maintain confidential records and divisional tracking.
2. Central Referral and Brain Tumor Delegation Support
- Track central referrals and brain tumor cases.
- Maintain delegation and time-to-surgery records.
- Support timely and fair case assignment.
3. Operating Room Access and Case Tracking
- Track OR allocation, utilization, and access issues.
- Monitor underused OR time and emergency board cases.
- Maintain accurate data for reporting and planning.
4. Scheduling and Divisional Logistics
- Coordinate call schedules and clinic allocation.
- Track surgeon availability, leave, and schedule changes.
- Support meetings and divisional logistics.
5. QBP, Finance, and Reporting Support
- Support QBP tracking, finance, and reporting.
- Maintain records for invoices, expenditures, and funded cases.
- Assist with leadership reporting and planning.
6. Data Management, Excel, and Digital Tools
- Maintain divisional spreadsheets and trackers.
- Use Excel and approved digital tools to improve efficiency.
- Support dashboards and structured reporting.
REQUIRED QUALIFICATIONS
- Completion of post-secondary education in office administration, health administration, business administration, or a related field, or equivalent experience.
- Significant experience in an administrative, coordinator, clinical operations, or health-system coordination role.
- Strong organizational skills and ability to manage multiple competing priorities.
- Excellent written and verbal communication skills.
- High level of discretion, confidentiality, and professional judgment.
- Strong working knowledge of Microsoft Office, especially Outlook, Word, Teams, and Excel.
- Demonstrated ability to maintain accurate spreadsheets, trackers, schedules, and operational records.
- Ability to work effectively with physicians, hospital leaders, administrative staff, and multidisciplinary teams.
- Ability to function calmly and professionally in a high-pressure environment.
- Comfort handling sensitive interpersonal and operational issues with diplomacy and sound judgment about when to escalate to divisional leadership.
PREFERRED QUALIFICATIONS
- Experience working in a hospital, surgical division, academic medical department, or physician group.
- Experience supporting senior clinical or administrative leaders.
- Advanced Excel skills, including pivot tables, formulas, filtering, conditional formatting, data validation, and basic reporting.
- Experience with SharePoint, Teams, Power Query, Power BI, or other reporting/dashboard tools.
- Familiarity with OR scheduling, surgical waitlists, referral workflows, hospital case classification, or QBP tracking.
- Experience managing complex schedules involving multiple physicians or clinical services.
- Familiarity with quality improvement, operational reporting, or process improvement.
- Interest in using digital tools, including AI-supported tools, to improve administrative efficiency.
COMMENTS TO APPLICANT
We thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.
The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.
Pay: $29.00-$39.00 per hour
Benefits:
- Extended health care
- Paid time off
- Vision care
Application question(s):
- Have you completed post-secondary education in office administration, health administration, business administration, or a related field?
- How many years of experience do you have in an administrative, coordinator, clinical operations, or health-system coordination role?
Work Location: Hybrid remote in Ottawa, ON K1Y 4E9
