Medical Administrative Coordinator

Full-time | Permanent

Bring your skills to a place where care, culture, and coordination come together.

Organization Overview

Wabano Centre for Aboriginal Health is a nationally recognized, award-winning organization providing holistic, culturally safe health and wellness services to First Nations, Inuit, and Métis communities in Ottawa. Our model blends Indigenous knowledge with western medical practices to support physical, mental, emotional, and spiritual well-being.

Position Summary

Wabano is seeking a highly organized Medical Administrative Coordinator to manage daily administrative operations and quality improvement efforts in our Primary Care and intake departments. This role ensures smooth clinical operations, enhances client experience, and supports coordination across teams. The ideal candidate will have strong administrative experience, a commitment to culturally safe care, and familiarity with health systems.

Key Responsibilities

• Maintain accurate patient medical records and ensure timely documentation in both electronic and paper formats.
• Ensure compliance with PHIPA and organizational privacy policies.
• Manage internal and external records requests and support secure release of information.
• Assist staff with documentation protocols and conduct quality checks.
• Support EMR use and provide user troubleshooting.
• Identify process improvements to enhance workflow and client experience.
• Promote culturally safe practices in health information handling.
• Work collaboratively with intake, mobile and clinic teams.
• Conduct audits and support reporting requirements.
• Manage records retention and archiving.
• Support training staff on documentation procedures and act as a resource on medical record protocols.

Key Qualifications

• Diploma or certificate in Health Information Management, Office Administration – Health Services, or related field.
• Health Information Certified Associate (HICA) and PHIPA knowledge are assets.
• 2 years of experience in health records management, ideally in a community or clinical setting.
• Proficiency in EMR systems, Microsoft Office, and data entry.
• Understanding of health information management practices.
• Strong communication, organizational, and problem-solving skills.
• Experience working with Indigenous communities is strongly preferred.
• Clear criminal record check and ability to maintain confidentiality.

Language Requirements

• English required
• Indigenous language is a strong asset

Why Join Wabano?

• Work with a values-driven, interdisciplinary team
• Provide culturally safe care to Indigenous clients
• Access professional development and cultural training
• Competitive salary and benefits package
• Contribute to innovative community health models

Salary $58,000 to $60,000 per year plus a competitive benefits package

Application Process

Ready to join our team? Please submit your application to [email protected]. Be sure to include both a cover letter and resume with your submission. As this opportunity will remain open until filled, we encourage you to apply early and share your story with us.

Please note: Successful applicants will be required to provide a criminal reference check prior to employment.

At Wabano, we are proud to be an inclusive and equitable organization. We strongly encourage applications from qualified individuals, including people with disabilities and members of visible minorities. While the position is open to all qualified applicants, preference will be given to candidates of Indigenous ancestry (please self-identify in your application).

Furthermore, Wabano is committed to ensuring a barrier-free recruitment process. If you are contacted for an interview and require accommodation, please let us know. We will work with you to meet your needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.

Contact email: [email protected]