JOB OPPORTUNITY
Position Information
Date Posted:
May 22, 2026
Closing Date:
May 31, 2026
Position:
Administration Manager & Executive Support
Reports To:
Operations Director
Affiliation:
Non-Union
Salary:
Band 6 - $80,454 - $100,568
JOB SUMMARY
As a core member of the Ottawa Fertility Centre (OFC) Management Team, the Administration Manager & Executive Support reports directly to the Operations Director. This role provides leadership and oversight of administrative services while also supporting executive operations through coordination, prioritization, and execution of leadership initiatives.
The position is responsible for leading a team of receptionists, booking coordinators, and medical secretaries to ensure efficient, high-quality, patient-centred administrative services. In parallel, the role acts as a key partner to leadership by supporting workflow optimization, meeting coordination, and execution of strategic and operational priorities.
KEY RESPONSIBILITIES1. Administrative Team Leadership
· Lead, supervise, and support a team of receptionists, booking coordinators, and medical secretaries
· Oversee scheduling, staffing coverage, and workload distribution in alignment with union guidelines
· Support team leads to strengthen day-to-day operations and team performance
· Conduct performance management, coaching, and development planning
· Identify competency gaps and implement training initiatives
· Partner with Human Resources on employee and labour relations matters
2. Administrative Process Improvement
· Develop, implement, and maintain administrative policies and procedures
· Optimize workflows to support efficient, high-quality patient care
· Monitor service volumes, workflow pressures, and operational performance
· Lead quality improvement initiatives and address patient feedback, complaints, and incidents
· Ensure alignment of administrative processes across departments
· Oversee administrative billing practices in collaboration with Finance
3. Document Control & Compliance
· Establish and maintain document control processes aligned with legal and accreditation standards
· Ensure accuracy, standardization, and integrity of patient records and administrative documentation
· Conduct audits and monitor compliance with documentation practices
· Maintain oversight of document storage and information governance
4. Committees & Patient Experience
· Co-chair the Patient Advisory Committee and Patient Experience Committee
· Coordinate agendas, facilitate meetings, and ensure follow-through on action items
· Participate in key organizational committees as a management representative
5. Executive & Operational Support
· Provide direct support to the Operations Director and leadership team as required
· Manage calendars, coordinate meetings, and support prioritization of leadership activities
· Prepare agendas, briefing materials, and track action items and deliverables
· Support execution of strategic initiatives and special projects
· Act as a liaison between leadership and administrative operations to ensure alignment and follow-through
6. Compliance & Organizational Responsibilities
· Ensure adherence to Occupational Health and Safety policies and applicable legislation
· Maintain compliance with all relevant provincial and federal regulations
· Support compliance with Accreditation Canada and related standards
· Safeguard confidential information and uphold privacy standards
· Contribute to organizational initiatives and special projects as required
QUALIFICATIONS AND EXPERIENCE
· Completion of post-secondary education in Medical Office Administration; or equivalent combination of education and/or experience
· Minimum five (5) years of management/supervisory experience (required)
· Experience in a healthcare or medical office environment (required)
· Experience in policy development, process improvement, and record management (preferred)
· Experience in a unionized environment (preferred)
· Experience supporting senior leaders or executives (asset)
KNOWLEDGE, SKILLS, AND ABILITIES
· Strong leadership, coaching, and team development skills
· Excellent organizational, prioritization, and time management abilities
· Ability to manage competing priorities across operational and executive functions
· Strong communication, interpersonal, and conflict resolution skills
· Proficiency in Microsoft Office and electronic medical records systems
· Knowledge of medical terminology, billing practices, and healthcare operations
· Analytical thinking and problem-solving capability
· High level of discretion, professionalism, and judgment
Please note, internal applicants will be considered first.
Please submit your letter of application and up-to-date resume to Human Resources, quoting the job number before the closing date, to:
[email protected]
We thank all applicants for their expressed interest; however, only applicants selected for an interview will be contacted.
Pay: $41.25-$51.57 per hour
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Life insurance
- On-site parking
- Profit sharing
- RRSP match
- Wellness program
Work Location: In person
