Program and Administrative Coordinator, Physician Support & Wellness (Bilingual Strongly Preferred)

■ PROGRAM AND ADMINISTRATIVE COORDINTOR, PHYSICIAN SUPPORT & WELLNESS (BILINGUAL STRONGLY PREFERRED)

Fully Remote (Ontario or Quebec)

CONTRIBUTING TO THE CMPA

Physician Support and Wellness’ (PSW) departmental mission is to foster and champion physician wellbeing, while mitigating medico-legal risk, supporting the delivery of safe medical care, and promoting principles of equity, diversity and inclusion. Through collaboration with internal and external stakeholders, the department uses a multi-pronged approach to support members and promote physician wellbeing at the individual and systemic levels.

POSITION OVERVIEW

Reporting to the Director, Physician Support & Wellness (PSW), the Program and Administrative Coordinator is responsible for coordination and supporting PSW programs and departmental activities, including programing planning, administration, and operational support. The role also provides executive-level administrative support to the Director, PSW.

The Program and Administrative Coordinator plays an integral role in promoting and maintaining open lines of communication with other departments to ensure efficient and effective operations within PSW. The incumbent is the liaison between teams who can provide information about PSW and its operational requirements. The incumbent must have the ability to interact with all levels of staff, leadership, and CMPA members with tact, diplomacy and professionalism. The Program and Administrative Coordinator must be able to work in a highly confidential environment, handling sensitive information with discretion.

The Program and Administrative Coordinator is responsible for the coordination and administration of the Wellness Support Program (WSP), including file management, scheduling member calls, workflow coordination, and communication with members, while maintaining confidentiality and professionalism. The Program Coordinator is accountable for the integrity of all WSP files as well as the integrity, collection and distribution of data. The incumbent will also collaborate with and provide coverage and support to the Member Support Program (MSP) Coordinator and MSP Administrator as needed.

POSITION ACTIVITIES

Program Coordination and Support (60%):

§      Coordinate the collection, tracking, validation, and management of WSP documentation and data.

§      Schedule WSP calls between members and Physician Advisors, triaging calls based on urgency and member needs to facilitate timely access to support.

§     Develop and maintain documentation related to project/program milestones and deliverables.

§      Track and communicate important dates and action items for projects, programs and deliverables for PSW.

§      Review post call survey data flag information as necessary to the Director PSW for further action.

§      Recommend improvements to processes, workflows, and reporting practices to support continuous quality improvement and operational effectiveness

§      Coordinate departmental wellness projects, initiatives, and operational activities involving multiple stakeholders.

§      Support implementation of new departmental or program processes, procedures, and technologies

§      Support P&E team in the coordination of quarterly, annual, and ad hoc departmental reporting activities in relation to PSW programs and projects.

§      Provide support to departmental project and program related work, as necessary.

§      Administrative Support (40%):

§      Triage incoming requests to the Director, prioritize as required, respond directly when appropriate

§      Plan and coordinate the Director’s schedule, including Outlook calendar, outreach activities, business travel, conference, meeting bookings and accommodation requirements

§      Schedule and coordinate internal and external meetings including logistical, travel, and catering details

§      Prepare and distribute meeting materials, such as meeting minutes, reports, correspondence, agendas and other materials as required

§      Create, draft and/or update presentations, spreadsheets and other documentation as required

§      Approval of expenses related to office supplies and equipment, catering, and employee recognition expenditures.

§      Assists with departmental record and information (RIM) related activities.

§      Coordinate departmental learning and teambuilding activities. This may include team meeting facilitation.

§      Other tasks as assigned by the Director, including support for other members of the department 

EDUCATION AND EXPERIENCE

§      Diploma or Certificate Program (2-3 years)

§      A minimum of 4-6 years of relevant administration and/or program coordination work experience in a professional environment.

§      Experience working with software and computer applications including but not limited to SUGAR-CRM, EFM, MLScribe, Outlook, MS Office, Excel, PowerPoint, Documentum, and Qualtrics 

§      Experience collecting, managing, analyzing, and reporting on data

§      Experience working across programs and departments

§      Experience in a high volume, deadline driven environment

§      Medico-legal terminology knowledge or course is an asset

§      Experience coordinating surveys, program evaluations, or quality improvement initiatives in an asset

§      Understanding of Medico-Legal Services file management processes is as asset

SKILLS AND ABILITIES

§      Bilingualism (French/English) is strongly preferred.

§      Excellent verbal and written communication skills, with the ability to build strong interpersonal relationships.

§      Advanced time management and organizational abilities, demonstrating accuracy and attention to detail.

§      Proven capacity to take initiative, work independently, and exercise sound judgment in decision-making.

§      Skilled in liaising with staff at all levels across the organization in a professional and respectful manner.

§      Ability to manage multiple priorities, meet tight deadlines, and respond effectively to direction from various sources.

§      Strong decision-making skills, with the flexibility to work both autonomously and collaboratively within a team environment.

§      Proficient in organizing meetings, preparing agendas, and recording accurate minutes.

§      Experience with budgets, processing invoices, and handling expense claims with precision.

§      Competence in drafting clear, concise correspondence

§      Ability to coordinate and support the work of others

§      Demonstrated ability to handle sensitive issues and maintain strict confidentiality.

POSTING DETAILS

§      Job type: This is a regular full-time opportunity.

§      This posting is for a newly created role

§      Salary range: $71,200 to $82,800 – this role is classified as a level 7

§      Location: Fully Remote Job. You can work from a home-based office anywhere in the provinces of Ontario and Québec. If you prefer, you can choose to work out of CMPA’s office in Ottawa, ON near the beautiful Dow’s Lake.

§      Skill assessment: selected candidates may be required to complete a skill assessment

§      Application deadline: November 23, 2026 at 4:00pm EST

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.

The CMPA offices, located in Ottawa, are located on the unceded, unsurrendered Territory of the Anishinaabe Algonquin Nation, whose presence here reaches back to time immemorial. We honour and pay our respect to these lands, and to all First Nations, Inuit and Métis Peoples throughout Turtle Island.