Administrative Assistant, Health and Wellness

Required Position

Permanent part-time appointment  Twenty (20) working hours per week

Responsibilities

Vacancy Status: New position

Reporting to the Manager, Health & Wellness Services, the Administrative Assistant supports the administrative and secretarial functions of Health and Wellness Services for the University community. The incumbent performs frontline reception duties, coordinates patient scheduling, and advises staff on the effective use of clinic software. The Administrative Assistant coordinates financial workflows, including medical billing, payroll, purchase orders, and procurement. The incumbent manages patient records and secretarial operations for numerous visitors to support healthcare delivery across the University. 

Medical Administration & Patient Support 

• Provides complete medical secretarial services to the Health & Wellness Services Department, including screening incoming calls and patients and answering inquiries courteously.
• Prepares patient files for scheduled appointments daily, notifies physicians and nurses accordingly, and arranges for requested X-rays, special procedures, and clinic or specialist referrals.
• Transcribes consultation notes, legal reports, memoranda, medical certificates, departmental correspondence, budget reports, purchase orders, and committee minutes.
• Processes incoming correspondence and responds to routine correspondence on own initiative or from brief verbal instructions.
• Files patient reports, consultation notes, and departmental documents to maintain accuracy across medical files, departmental files, and databases.
• Maintains patient confidence and protects operations by keeping information confidential. 

Financial Processing & Medical Billing 

• Processes and maintains medical billing through the Telus Electronic Medical Record (EMR) and collection system for third-party billing, including the University Health Insurance Plan (UHIP) and out-of-province plans.
• Prepares and sends account statements to patients and relevant third parties. 

Other Duties 

• Performs other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements. 

Qualifications

• Three (3) year college diploma in Medical Office Administration, Health Administration or Unit Clerk Program 
• Bachelor’s/Undergraduate degree in the relevant field is preferred.
• One(1) to three (3) years working experience with a wide variety of clients in emergency situations is required. 
• First aid and CPR certification is considered an asset. 
• Medical billing training required to process medical claims through Ontario Ministry of Health. 
• Excellent verbal and written communication skills.
• Demonstrated problem-solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Excellent analytical and critical thinking skills.
• Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• Experience in managing institutional records, adhering to retention policies, and ensuring data integrity. 
• Proven ability to handle, secure, and analyze large research datasets in accordance with privacy and security protocols.
• Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
• Proven discretion and sound judgment when managing highly confidential business, medical, financial, or personnel data.
• Experience with student databases for enrollment, records, and financial aid.
• Processes and maintains Medical Billing and 3rd party billing. Handles invoices and purchase orders, and overhead physician charges.
• Experience with medical terminology and general medical knowledge in order to guide patients properly and to answer questions is required.
• Ability to design webpages is considered an asset.
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to careers@laurentian.ca***

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week. 

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit. 

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (careers@laurentian.ca)

Apply Now

Applications will only be accepted through our online form.