JD #

JD00009

Pay Grade:

5

Title:

Medical Secretary (II)

Unit/Project Description:

The Department of Surgery is seeking a Medical Secretary II to support an academic Cardiac Surgeon primarily based at Hamilton General Hospital.

This role supports an academic cardiac surgeon with a focus on the aortopathy clinic at Hamilton General Hospital. Responsibilities include coordinating referrals, tracking

imaging and follow-up intervals, managing clinic schedules, and ensuring continuity of care for patients with aortic disease. The position requires maintaining an organized

patient registry, facilitating timely investigations, and supporting a structured surveillance program. The ideal candidate is detail-oriented, proactive, and comfortable

managing a high-volume clinic with longitudinal patient follow-up and multidisciplinary coordination.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a department

with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision. 

This Vision is based on 6 core tenets:

C.R.E.A.T.E.

Culture that includes

Research that impacts

Education that inspires

Advancement for all

Transformation through innovation & entrepreneurship

Excellence in patient care

About McMaster University

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive excellence which

values the strengths, perspectives, and contributions of each individual.  McMaster is recognized as one of the top employers in the Hamilton/Niagara region and has been

recognized as one of Canada’s Top Diversity employers.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards packages vary by

employee group but include:

• Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Pension Plan Options & Post-Retirement Benefits.
• Training, coaching and professional development opportunities.
• Employee tuition assistance for development and education.
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning.
• Progressive paid annual vacation plan.

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

https://hr.mcmaster.ca/resources/unifor-unit-1-total-rewards-overview/

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Requirements:

• 2 year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

Assets:

• Experience in a hospital-based specialty clinic, preferably cardiac surgery, cardiology, or vascular/aortopathy care.
• Proven ability to coordinate longitudinal patient follow-up (imaging, surveillance, and clinic visits).
• Familiarity with booking and tracking diagnostic imaging (CT, MRI, echocardiography).
• Experience managing high-volume referral intake and triaging consults.
• Proficiency with EMR systems and Microsoft Office.
• Strong knowledge of medical terminology.
• Excellent organizational skills with ability to manage registries and patient tracking systems.
• Strong communication skills when interacting with patients, families, and multidisciplinary teams.