The UPEI Health and Wellness Centre is looking for a friendly, organized, and people‑focused Medical Office Administrator (MOA) to join our supportive team for a full‑time, one‑year term.

As the first point of contact for UPEI community members accessing primary care services, you will play a central role in creating a welcoming, calm, and positive experience for everyone seeking care at the Health and Wellness Centre. You will work alongside two experienced MOAs who love to work closely together, troubleshoot as a team, and celebrate wins along the way.

Reporting to the Manager of the Health and Wellness Centre, you’ll play a key role in keeping the clinic running smoothly each day. From supporting patient flow to helping shape quality‑improvement projects, you’ll be contributing directly to  people-centred care on campus.

What’s in it for you?

• Flexibility that works for real life. Work-from-home opportunities may be available, depending on operational needs
• A fun, supportive team. We collaborate, laugh, and look out for each other
• Your ideas count. We value fresh perspectives and love improving how we work
• Perks that go beyond the basics. Holiday shut down in December, campus discounts, free access to the indoor walking track, campus wellness events, great PD opportunities, and more
• Work that matters. Your role helps create a healthier, more supported UPEI community

RESPONSIBILITIES:

• Serve as the first point of contact for clients in person, by phone, and email, ensuring a high level of client care, confidentiality, and professionalism

• Manage a high volume of client appointment requests, balancing complex and conflicting schedules within tight timelines

• Provide timely and accurate information about primary care services to clients, staff, and visitors, fostering a customer-focused environment

• Monitor the Health and Wellness Centre’s email account, responding to client inquiries about health and wellness services, referring to appropriate university or community resources, and addressing complaints or concerns

• Assess client inquiries, determine the urgency and nature of their needs, and resolve urgent situations effectively

• Schedule appointments for nurse practitioners, physicians, RNs, LPNs and visiting specialists (psychiatry, dental etc.) ensuring accuracy and adherence to multiple booking protocols for healthcare providers and medical procedures

• Create and maintain client charts, ensuring accurate updates for current clients and preparation of new client records

• Maintains, releases, archives, and destroys paper charts in compliance with records management protocols and privacy legislation; performs internal audits when necessary

• Obtain, verify, scan, and file client documentation as required, maintaining confidentiality and accuracy

• Receive and manage referral requests to external specialists, follow up as needed, and coordinate communication with clients

• Manage team schedules by organizing meetings, working group sessions, and committee meetings in staff and manager calendars

• Record minutes during meetings, ensuring key discussions, decisions, and action items are documented and distributed promptly

• Support the timely submission of all billing, including but not limited to private insurance carriers and third parties. Reconcile outstanding payments

• Completes purchase orders which may include contacting vendors and pricing option, purchasing services, and ordering equipment and supplies

• Monitor, reconcile, and record budget expenses for credit card purchases

• Submit invoices, expense claims, and travel claims for payment

• Support the identification, development, implementation, and documentation of quality processes/protocols/procedures for administrative and operational functions within the Health and Wellness Centre

• Compile data and support the preparation of statistical reports to assist with service evaluation and planning

• Schedule immunization clinics and provide on-site support during these events, including outside of regular working hours

• Assist in the production of materials for service delivery, campus outreach events, and staff orientation/training, including photocopying, collating, and assembling packages

QUALIFICATIONS:

• Successful completion of a two-year post-secondary program in Medical Administration/Health Office Administration. Program must include courses in medical terminology and medical office procedures

• Must have a minimum of 3 years’ administration experience in a medical office and demonstrated ability to thrive in a fast-paced, high-traffic environment

• Superior customer service orientation and commitment to inclusivity, ensuring a welcoming experience for all

• Exceptional interpersonal and communication skills, including the ability to ask clarifying questions, actively listen, and respond appropriately

• Strong judgment and sensitivity when supporting vulnerable individuals or managing distressing situations

• Collaborative team player with a demonstrated ability to build and maintain positive working relationships with colleagues

• Demonstrate integrity with a strong ability to maintain confidentiality and exercise discretion

• Strong organizational and time management skills, with a keen attention to detail and the ability to prioritize effectively

• Strong technical proficiency, including advanced skills in Microsoft Office (Word, Excel, Outlook, PowerPoint) and experience with CHR/electronic medical record systems