Clerk IV

Hours: 75 bi-weekly (8 hour day shifts)

Salary: CG-27 (CAD25.99 - CAD28.74 per hour)

Competition Number: VAC0023949

Posted Date: 2026-04-22

Closing Date: 2026-04-29

Job Summary
The Clerk IV is a highly responsible position which provides advanced administrative, office management and organizational support to the Regional Director of Surgical Services. Clinical Chief, Program Coordinator and Regional Program Management team.

Assumes primary responsibility of the Surgical Services Patient Education Program for the purpose of ensuring development, typing, revisions and distribution of patient education.

The incumbent also assumes primary responsibility for development, maintenance and updating of the Program's intranet pages.

Coordinates and manages administrative functions for the Regional Director, Clinical Chief, Regional Program Coordinator and Regional Surgical Services management team. Prioritizes workflow and coordinates day-to-day operations of a busy office environment.

Acts as liaison between the Regional Director and all levels of management and staff, Executive, Government, and external stakeholders to arrange meetings, share statistical information, address inquires, etc.

Produces confidential and sensitive documents for the Regional Director and management team, i.e., correspondence, reports, tables, minutes, agendas, statistical data and policies. Production can also be very time sensitive.

Coordinates and organizes the Regional Director's and Clinical Chief's schedule, which often requires identifying priorities, rescheduling meetings and collaborating with multiple people/calendars.

Provides Administrative support to a number of committees such as: Program Management Committee, Quality Committee, Accreditation Committee, Bariatric Steering Committee, St. Clare's Program Managers Committee, Nursing Professional Practice Committee, etc. Schedules meetings, tracks attendance, arranges venues, audio/visual equipment, etc. Prepares agendas and minutes, and completes necessary follow up.

Incumbent may be called upon to help with Site Lead Duties.

Responsible for the procurement of supplies and equipment for the Regional Surgical Services Program. Ensures necessary budget considerations are met when making purchases and processed invoices for payment through the Finance Department or Corporate procurement card. Reconciles purchases at the end of each month and maintains accurate records.

Records computerized payroll for members of the management team and others reporting to the Regional Director. Maintains payroll recording system, tracking leave requests, and benefit balances.

The incumbent is also responsible for Physician Onboarding. Responsible to make appropriate arrangements when new surgeons join the organization, i.e., passwords for Meditech system, PACS, dictation, electronic signature. Also, makes arrangements for ID's, required permits and pagers.

Job Demands
By applying for this job, you acknowledge an understanding that regular requirements and demands of this job include (but are not limited to):
Regularly lifts objects weighing less than 5 lbs and occasionally up to 10 lbs.
Work provides the opportunity to stand and walk within the office environment.
Constantly required to use fine/finger precision work while entering/maintaining data, as well as a constant requirement for eye/hand coordination to ensure precision in completing work and maintaining database files.
Regularly requires bilateral repetitive fine motor skills (i.e. typing and mousing) while entering/maintaining data, as well as a constant requirement for eye/hand coordination to ensure precision in completing work and maintaining database files.

Job Qualifications
Education
Completion of a recognized/approved two-year Office/Business Management Program from a recognized/approved college is required.

Experience
Minimum of three years' experience within the last five in a progressively responsible administrative role is required.

Competencies (Knowledge, Skills & Abilities)
An excel test may be administered by Human Resources.
Demonstrated proficiency in Microsoft Office, Excel, PowerPoint and Outlook is required.
Demonstrated strong organizational and communication skills.
Demonstrated effective problem solving and analytical skills.
Proven ability to work with limited supervision in a dynamic work environment.
Demonstrated ability to work effectively within a deadline driven, team-orientated environment.

Other
A satisfactory record of work performance and attendance is required.