JOB PROSPECT NOTICE

Position: Executive Administrator

Status: Full-Time, Permanent

Division: Orthopaedic Surgery

Location: Hybrid/General & Civic Campus

Salary Range: $34.00 – $42.00/hour

Start Date: October 2026

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, and minute-taking
Support physician onboarding, privileges, and reappointments
Organize divisional events (e.g., Grand Rounds, research day, visiting professors, and social events)
Maintain divisional communications, including newsletters and website updates
Coordinate observerships, fellow travel, and academic schedules
Respond to inquiries and manage correspondence

Financial Support
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 quick-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.

📌 Executive Administrator Ottawa
🏢 Department of Surgery | The Ottawa Hospital
📍 Ottawa