Role overview

Position: Medical Affairs Support Assistant

Competition #: 2026-256 (New)

Status: Temporary Full-Time (up to 3 months with possible extension)

Department: Medical Affairs

Union Association: Non-Union

Salary: $31.58 to $38.05

Position Summary

The Medical Affairs Support Assistant provides comprehensive administrative and operational support to the Medical Affairs department. Reporting to the Vice President of Medical Affairs - Chief of Staff and/or the Director of Medical Affairs, the incumbent supports the coordination of physician-related activities, recruitment and credentialing processes, committee administration, medical staff communications, onboarding activities, and departmental projects. The role serves as a key liaison between physicians, hospital leadership, external partners, and administrative departments to ensure efficient and effective Medical Affairs operations.

Key Responsibilities

Medical Affairs Administration

Provide day-to-day administrative support to the Medical Affairs department.
Prepare correspondence, reports, presentations, agendas, and meeting materials.
Maintain confidential physician and medical staff records.
Coordinate physician appointment, reappointment, and privileging documentation.
Monitor deadlines related to credentialing, licensing, and professional certifications.

Medical Staff Support

Coordinate physician onboarding and orientation activities.
Maintain physician contact lists, call schedules, and distribution lists.
Respond to routine inquiries from professional staff.
Support physician engagement initiatives and recognition activities.

Committee and Meeting Coordination

Schedule meetings and book rooms or virtual meeting platforms.
Prepare agendas in consultation with committee chairs.
Record and distribute meeting minutes.
Maintain committee records and action item tracking.
Support Medical Advisory Committee (MAC), Credentials Committee, and MAC Subcommittees.

Project and Operational Support

Assist with accreditation readiness activities.
Support quality improvement and patient safety initiatives.
Compile statistical information and reports as required.
Assist with policy administration and document management.

Communication and Liaison

Act as a point of contact between Medical Affairs, Professional Staff, Senior Leadership, and external agencies.
Draft communications and notices to physicians.
Coordinate dissemination of medical staff policies and updates.
Support physician recruitment activities and candidate visits.

Qualifications

Education

Diploma in Office Administration, Health Services Administration, Business Administration, or related field.
Post-secondary education in healthcare administration preferred.

Experience

Preferred 3 years of progressive administrative experience
Experience supporting senior leaders, physicians, or healthcare professionals preferred.
Experience in a hospital or healthcare environment considered an asset.

Knowledge

Understanding of hospital governance and physician credentialing processes is an asset.
Knowledge of medical terminology.
Familiarity with healthcare privacy legislation and confidentiality requirements.
Proficiency with Microsoft Office Suite and meeting management software.

Skills and Abilities

Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to handle sensitive and confidential information.
Strong attention to detail and accuracy.
Ability to manage multiple priorities in a fast-paced environment.
Demonstrated customer service and interpersonal skills.