Technicien(ne) en administration - Administrative Technician in Montréal

Company Overview: Shriners Hospitals for Children - Canada provides ultra-specialized short-term orthopedic care to children in Quebec, other Canadian provinces, the United States and around the world. Affiliated with the Réseau universitaire intégré de santé et service sociaux McGill (RUISSS), the hospital promotes excellence and innovation in care, teaching and research. Working at Shriners Hospitals for Children - Canada means working in a patient and family centered care environment where there are many opportunities for professional development.

Status: Permanent, full-time, 35 hours per week

Work Schedule: Day shift, 8:30 a.m. to 4:30 p.m.

Job Summary: The Administrative Technician provides high-level administrative, operational, and organizational support to the Medical Director of Professional Services (DMSP) and contributes to the efficient functioning of the Medical Affairs Office. The incumbent coordinates administrative activities, supports medical governance processes, manages confidential information, and serves as a key liaison between physicians, medical leaders, hospital administration, external partners, and regulatory organizations.

Key Responsibilities:

• Executive and Administrative Support: Provide administrative support to the DMSP and, when required, members of the Medical Affairs leadership team. Manage calendars, schedules, appointments, and meeting logistics. Coordinate travel arrangements, conference registrations, and expense reimbursements. Draft, format, and distribute correspondence, reports, presentations, policies, meeting documentation, and other administrative materials. Monitor and prioritize incoming communications and ensure timely follow-up. Maintain confidential records and administrative files.
• Medical Governance and Committee Coordination: Coordinate activities related to the Council of Physicians, Dentists and Pharmacists (CMDP), Medical Executive Committee, credentialing committees, and other committees under the responsibility of the DMSP. Prepare agendas, supporting documents, and meeting packages. Attend meetings, record minutes, and distribute documentation. Track follow-up actions, resolutions, and deadlines arising from committee decisions. Maintain governance records and committee documentation.
• Physician Affairs Administration: Support physician appointment, reappointment, privileging, onboarding, and orientation processes. Coordinate documentation related to physician recruitment and credentialing. Maintain physician databases, call schedules, contact directories, and organizational records. Assist in the preparation of physician evaluation and professional practice documentation. Serve as a resource person and liaison for physicians, department chiefs, and administrative departments.
• Strategic and Operational Support: Assist the DMSP in the planning, implementation, and monitoring of strategic projects and organizational priorities. Support accreditation activities, quality improvement initiatives, and regulatory compliance processes. Compile, validate, and organize administrative and operational data for reports and presentations. Monitor project timelines and administrative deliverables.
• Communications and Stakeholder Relations: Facilitate communication between the DMSP, physicians, clinical leaders, hospital administration, external organizations, and academic partners. Draft and distribute notices, memoranda, and administrative communications. Coordinate internal and external meetings, events, and consultations. Ensure professional and effective communications across various stakeholder groups.
• Information and Records Management: Maintain electronic and paper filing systems in accordance with organizational policies and legislative requirements. Ensure the confidentiality, security, and integrity of sensitive information. Support document control processes and records retention practices. Develop and maintain tracking tools, databases, and administrative reports.

Required Qualifications:

• Diploma of College Studies (DEC) in Administration, Office Technology, Business Management, Accounting and Management, or another relevant administrative discipline.
• Additional training in healthcare administration, project coordination, governance support, or executive administration is considered an asset.
• Minimum of three (3) years of relevant administrative experience.
• Experience in a healthcare, medical affairs, physician services, professional services, or executive office environment is preferred.
• Experience supporting senior leaders, medical directors, department chiefs, or executive committees is a significant asset.
• Experience preparing agendas, minutes, briefing materials, reports, and confidential correspondence.
• Excellent organizational, planning, and prioritization skills.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise sound judgment, professionalism, and discretion when handling confidential information.
• Strong interpersonal and communication skills.
• Ability to work independently, demonstrate initiative, and anticipate administrative needs.
• Excellent problem-solving abilities and client-service orientation.
• Ability to collaborate effectively with physicians, leaders, administrative teams, and external stakeholders.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong skills in preparing reports, presentations, spreadsheets, meeting documentation, and executive correspondence.
• Experience using electronic records management systems, databases, and administrative information systems.
• Ability to learn and adapt to healthcare and physician management systems.
• Excellent oral and written communication skills in French.
• Advanced proficiency in English, both spoken and written, is required to communicate effectively with physicians, researchers, partners, accreditation bodies, and external stakeholders across Canada and internationally, and to prepare, review, and coordinate documentation in both official languages.

Working at Shriners Hospital for Children - Canada means working in a family-oriented environment, offering opportunities for learning, professional development and the chance to make a difference.

Interested in working with us? Apply now!