Vacancy Disclosure: Existing job vacancy

The Division of Orthopaedic Surgery within the Department of Surgery is seeking a highly organized and
proactive Executive Administrator to support the Division Head and faculty members. This role provides
comprehensive administrative, financial, and operational support to ensure the effective functioning of the
division.

KEY RESPONSIBILITIES
Administrative & Operational Support

Provide day-to-day administrative support to the Division Head and faculty
Coordinate meetings, including scheduling, agenda preparation, document distribution, andminute-taking
Support physician onboarding, privileges, and reappointments
Organize divisional events (e.g., Grand Rounds, research day, visiting professors, and socialevents)
Maintain divisional communications, including newsletters and website updates
Coordinate observerships, fellow travel, and academic schedules
Respond to inquiries and manage correspondence
Manage divisional bookkeeping and financial records
Support budgeting and financial reporting processes
Process payments (e.g., HOCC, stipends) and track contributions




Liaise with Finance to support reporting and budget preparation

Clinical Scheduling
Develop and maintain OR and clinic schedules using Petal
Ensure schedules are accurate, approved, and communicated

QUALIFICATIONS
Bilingualism (English and French) required
Post-secondary education or equivalent experience
2-5 years of administrative experience, preferably in a senior or healthcare setting
Strong organizational, communication, and multitasking skills
Financial/accounting experience considered an asset
Proficiency in MS Office and ability to manage confidential information with discretion
Ability to work independently and collaboratively in a fast-paced environment

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 chance employer. Upon request, accommodations due to a

disability are available throughout the selection process.

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📌 Executive Administrator (Quebec City)
🏢 Department of Surgery | The Ottawa Hospital
📍 Quebec City