Senior Administrator, Physician Health Program

Job Summary

Reporting to the Senior Manager, Operations, the Sr. Administrator is responsible for providing complex administrative support across the administrative and operational functional areas of the Physician Health Program (PHP) to effectively serve Ontario physicians.

• Coordinating, tracking, planning, preparing, and expediting daily workflows for senior staff, including responding to inquiries, preparing documents, supporting financial operations, and coordinating schedules, travel, and meeting arrangements.
• Preparing documents such as routine correspondence, contracts, client reports, and meeting minutes, ensuring deadlines are met.
• Participating in internal projects, developing and enhancing administrative processes, PHP database, and documenting department procedures in the Standard Operating Procedures Manual.
• Coordinating activities for annual meetings, including assembling and distributing member packages/agendas, recording and determining the relative importance and sensitivity of discussions, communicating decisions, and creating action lists.
• Providing regular reporting to management on administrative and clinical activities.
• Tracking and monitoring administrative metrics to aid program planning, budgeting, identify gaps, and improve quality initiatives, and assisting in governance reporting.
• Preparing financial invoices and collaborating with the Finance Department on program‑related billing.
• Managing highly sensitive personal and professional information in accordance with OMA privacy policies and legislation related to addiction and mental health issues.
• Investigating and researching when lab and clinical reports contain insufficient or misleading information.
• Presenting ideas for discussion, participating, and recommending new practices to enhance participant experience and service quality.

• College Diploma in Business/Office Administration or equivalent.
• Minimum 4–7 years of administrative experience, including medical terminology and financial processing (e.g., invoicing and record keeping).
• Experience in a clinical workplace (hospital or clinic).
• Experience working in the mental health field (considered an asset).
• Experience working in an interdisciplinary cross‑functional team environment.
• Excellent communication, interpersonal skills, and report‑writing abilities.
• Strong familiarity with Microsoft Office Suite (PowerPoint, Excel, Word).
• Ability to work a minimum number of days in the Toronto office as part of a permanent hybrid work environment.

A work environment whose values are respectful, bold, responsive, and transparent in our work and behaviors.

A fantastic opportunity to grow with the team and help shape the strategic direction of the OMA, its members and the health‑care system.

An organization committed to EDI principles of humility, accountability, collaboration, courage and integrity.

Commitment to growth and development through paid professional development and continuous in‑house learning.

A friendly and flexible hybrid work environment.

Competitive total rewards package including a hiring salary range of $54,000 – $58,000, plus pension plan and bonus program.

Exceptional group benefits package, including a spending account and a robust wellness program.

An organization recognized for six consecutive years.