Research Administrative Coordinator, Canadian Centre for Rural and Agricultural Health

University of Saskatchewan•Saskatoon, SK

8d•CA$42,825 - CA$59,951•Onsite

About The Position

The Research Administrative Coordinator provides comprehensive administrative coordination for the Rural and Remote Memory Clinic (RRMC), supporting the efficiency of RRMC research and clinical programming. This position includes working as part of an interdisciplinary team. The incumbent coordinates patient referrals, scheduling, clinic operations, medical records, telehealth services, and communication between patients, families, healthcare providers, and community partners. The position plays an integral role in supporting patient flow, maintaining accurate medical documentation, and ensuring the effective day-to-day operation of the clinic and the administrative aspects related to clinic.

Requirements

Minimum one year of progressively responsible administrative experience in a busy, service-oriented environment.
Experience working within a healthcare, medical office, or clinical setting.
Experience coordinating complex schedules involving multiple stakeholders.
Completion of a diploma in Medical Office Administration, Medical Office Assistant, Administrative Assistant, Office Education, Health Information Management, or a related discipline.
Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and related technologies.

Nice To Haves

Experience working with electronic medical record systems is preferred.
Experience with Accuro EMR, SHA Virtual Care, Zoom, and Telehealth systems is considered an asset.
Knowledge of medical terminology and Saskatchewan healthcare systems is considered an asset.

Responsibilities

Coordinate patient referrals, scheduling, clinic operations, medical records, telehealth services, and communication between patients, families, healthcare providers, and community partners.
Process and track referrals from physicians and healthcare providers.
Review referrals for completeness and obtain outstanding clinical information when required.
Register patients within the Accuro Electronic Medical Record (EMR).
Create and maintain electronic and paper patient records.
Scan, upload, and organize referral documentation and supporting clinical records.
Monitor referral queues and patient waitlists to support timely scheduling and efficient patient flow.
Return incomplete or discontinued referrals in accordance with clinic procedures.
Coordinate new patient assessments, annual reviews, follow-up appointments, telehealth visits, and telephone consultations.
Coordinate complex schedules involving neurologists, psychologists, psychometrists, physiotherapists, nurses, and other interdisciplinary team members.
Prepare and distribute appointment confirmations, patient correspondence, requisitions, and clinic information packages.
Confirm appointments and coordinate cancellations, rescheduling requests, and waitlist opportunities.
Communicate appointment information with patients, caregivers, transportation services, community healthcare providers, and specialist administrative offices.
Book clinic rooms and maintain shared Outlook calendars.
Maintain accurate and confidential patient records within the Accuro EMR.
Organize electronic and paper medical records throughout the patient care process.
Generate, distribute, and track laboratory, diagnostic imaging, ECG, and other clinical requisitions.
Upload laboratory results, diagnostic reports, and consultation documentation.
Monitor receipt of neuropsychological reports and facilitate distribution to clinic physicians and appropriate healthcare providers.
Track outstanding investigations, annual reviews, and follow-up requirements.
Support administrative reporting, clinic databases, and activity tracking.
Coordinate telehealth and virtual care appointments throughout Saskatchewan.
Liaise with Telehealth Saskatchewan, SHA Virtual Care, regional healthcare facilities, and community clinics regarding appointment logistics.
Prepare and distribute telehealth instructions and virtual appointment materials.
Support virtual clinic operations and online patient appointments.
Prepare clinic schedules, patient files, and assessment materials prior to clinic days.
Welcome patients and families attending clinic appointments and provide administrative support throughout their visit.
Coordinate communication between clinicians, patients, caregivers, and administrative staff.
Liaise with Radiology, Royal University Hospital Admitting, Test Centres, SGI, Telehealth Saskatchewan, and referring healthcare providers.
Monitor Exceptional Drug Status renewal dates and coordinate required follow-up appointments.
Maintain filing systems, office supplies, clinic databases, and administrative records.
Identify scheduling conflicts, workflow issues, and operational priorities, recommending solutions in collaboration with clinic leadership.
Contribute to continuous improvement initiatives supporting clinic efficiency, service delivery, and ongoing program expansion.