Program Assistant Jobs in Waterloo, ON (NOW HIRING)

Description

Make a difference in a growing, innovative mental health organization and centre of excellence in people-centered care. Work with supportive colleagues who are passionate about improving lives and champions for quality and continuous learning.

As a Program Assistant & Physician Liaison, you will be an integral part of a collaborative team focused on supporting efficient clinical operations, timely scheduling, and seamless coordination across medical, psychology, and assessment team resources. This role supports the daily organization of clinician schedules, appointment coordination, referral scheduling, and administrative support to ensure services are delivered effectively and in alignment with operational needs and service level agreements.

The Program Assistant & Physician Liaison plays a key role in balancing the complexities of healthcare scheduling, maintaining strong relationships with physicians and clinical staff, and supporting communication across internal and external stakeholders. This position also provides administrative support to the Chief of Psychiatry, including calendar management, meeting coordination, document preparation, and follow-up support.

If you are looking for a company that is constantly moving forward in pursuit of successful outcomes, get ready to love it here!

What you’ll be doing:

Scheduling and Referral Optimization

• Create, organize, and manage appointments and daily schedules for medical staff
• Confirm patient appointments with medical staff and coordinate scheduling needs
• Set up WSIB and WCB assessment work schedules and assign staff to ensure adequate coverage, in accordance with applicable service level agreements
• Receive incoming medical staff communication courteously and liaise with WSIB staff and other internal stakeholders as needed
• Schedule referral appointments and follow-up appointments
• Monitor appointment bookings, cancellations, vacation requests, and other special scheduling requests in accordance with established procedures
• Manage physician work schedules once posted, including daily schedule adjustments, sick replacements, additional staffing needs, and other changes
• Advise managers of unusual changes or scheduling issues that may affect departments or service delivery

Liaison with Physicians, Psychologists, and Assessment Team Resources

• Build and maintain positive working relationships with physicians, psychologists, medical staff, assessment team resources, and other stakeholders
• Manage incoming schedule requests and build clinician schedules across locations or departments as required
• Track physician preferences and scheduling requirements
• Distribute schedules to appropriate parties, including administrators, staff, and clinicians
• Ensure clinicians meet specific scheduling goals and role requirements, including time allotments, coverage expectations, or applicable training requirements
• Prepare scheduling plans for holidays, closures, and emergency coverage needs
• Advise the Medical Director of staffing shortages, overstaffing, or other scheduling concerns
• Complete partial or applicable report fields as assigned, using physician notes and relevant clinical information
• Maintain and update physician telephone lists, scheduling folders, and related records on the network

Administrative Support

• Provide administrative support to the Chief of Psychiatry, with responsibilities spread throughout the week
• Manage calendars, schedule meetings, and ensure timely follow-ups
• Prepare and organize documents for meetings, presentations, and reports
• Coordinate communication on behalf of the Chief of Psychiatry, including responding to emails, handling phone inquiries, and liaising with internal and external stakeholders
• Maintain records and provide general administrative support as required
• Assist with travel arrangements and other administrative coordination when needed

What we’re looking for:

• Previous experience in program administration, scheduling, healthcare administration, or clinical operations support
• Experience coordinating schedules for physicians, clinicians, or multidisciplinary teams is strongly preferred
• Strong organizational skills with the ability to manage competing priorities, schedule changes, and time-sensitive requests
• Excellent communication and interpersonal skills, with the ability to build effective working relationships with physicians, clinical staff, leaders, and external stakeholders
• Strong attention to detail and accuracy in scheduling, documentation, record-keeping, and report preparation
• Ability to work independently, exercise sound judgment, and escalate issues appropriately
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and shared network folders
• Experience working with WSIB, WCB, hospital-based services, or assessment programs would be considered an asset
• Ability to handle confidential information with professionalism, discretion, and care

Why work with us

Homewood Health is Canada’s largest and leading service provider for medically focused, evidence-based treatment of mental health and addiction disorders. Our organizational culture values service excellence, integrity, collaboration, and innovation. Our people make a difference!

As an equal opportunity employer, Homewood Health is committed to employment accessibility, diversity, equity, and inclusion. For this reason, we encourage applications from members of equity-seeking groups including women, racialized and Indigenous communities, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

Join us at Homewood Health™ and be part of a diverse team helping Canadians live healthier, more productive, and fulfilling lives.

This job posting is for an existing vacant position within the organization.

#Homewoodishiring