Position Overview

We are seeking a highly organized, motivated, and detail-oriented Clinical Administrative Coordinator to support a high-volume academic burn and reconstructive surgery practice at the Ross Tilley Burn Centre, Sunnybrook Health Sciences Centre - Canada’s leading adult burn program.

This role is central to the efficient functioning of clinic operations, referral coordination, surgical scheduling, billing workflows, and academic administration. The successful candidate will work closely with the surgeon, nursing staff, research team, and hospital administration in a collaborative academic environment.

This is an in-office position with a dedicated workspace, computer, and telephone provided.

Key Responsibilities

Clinic & Patient Coordination

• Answer incoming phone calls and manage patient inquiries
• Book new consultations and follow-up appointments
• Organize and coordinate outpatient clinics (including two to three in-person clinic mornings per month)
• Ensure clinic documentation is completed, finalized, and appropriately distributed
• Communicate with referring family physicians and specialists
• Coordinate follow-up scheduling to support continuity of care

Referral & On-Call Support

• Facilitate triage and coordination of referrals during on-call weeks
• Track urgent inpatient and outpatient consultations
• Maintain accurate referral documentation and workflows

Surgical Scheduling & Waitlist Management

• Maintain reconstructive burn surgery waitlists
• Coordinate operating room bookings and case scheduling
• Track pre-operative planning and post-operative follow-up timelines

Billing & Financial Coordination

• Support OHIP billing submissions (training provided if required)
• Liaise with ACMS regarding billing reconciliation and reporting
• Monitor billing completeness and accuracy

Administrative & Organizational Support

• Manage professional calendar scheduling and clinical commitments
• Facilitate multidisciplinary meetings including Morbidity & Mortality rounds
• Prepare meeting materials and coordinate attendance
• Maintain academic CV documentation
• Support correspondence and document management workflows

Research & Academic Coordination

• Liaise with research staff and academic collaborators
• Assist with scheduling research-related meetings
• Support communication related to ongoing academic and quality improvement projects

Qualifications & Skills

Required:

• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency with Microsoft Office and hospital information systems
• Strong attention to detail

Preferred:

• Experience in a medical office or hospital environment
• Familiarity with OHIP billing processes
• Experience supporting surgical or academic clinical practices

Work Environment & Benefits

• Based at Sunnybrook Health Sciences Centre
• Dedicated office workspace, computer, and phone provided
• Competitive compensation based on experience
• Pro-rated vacation and statutory holiday entitlement
• Eligibility for maternity and paternity leave benefits per institutional standards
• Opportunity to work within a nationally and internationally recognized academic burn centre

Probation & Training

This role includes a structured three-month onboarding and probationary period to ensure successful integration into clinic workflows, hospital systems, and academic operations.

Why Join Us

You will join a nationally recognized burn and reconstructive surgery program delivering complex patient care, advancing clinical research, and leading quality improvement initiatives. This role offers meaningful exposure to academic medicine and high-impact surgical practice within a world-class healthcare institution.

Application Process

Interested candidates should submit a letter of intent and curriculum vitae to:

Dr Alan Rogers
alandavid.rogers@sunnybrook.ca