Medical Office Administrator - Plastic Surgery Practice

Dr. Andrew Mulherin, MD, MSc, FRCSC
Saint John Regional Hospital
400 University Ave, Suite 4DN
Saint John, NB E2L 4L2

JOB DESCRIPTION

Job Title: Medical Office Administrator - Plastic Surgery Practice
Reports to: Dr. Andrew Mulherin, physician
Date: Effective September 15, 2026

JOB PURPOSE

Dr. Andrew Mulherin is a Reconstructive and Cosmetic Plastic Surgeon practicing in Saint John, NB. He has a primary focus in the treatment of skin cancer, head and neck reconstruction, and aesthetic surgery.

Dr. Mulherin is seeking a full-time Medical Office Administrator (MOA) to join their team. The MOA is often the first point of contact for patients, and equally plays an important role in connecting with other health service providers.

This opportunity is tailored for an individual who has experience working as an office administrator within a healthcare setting, ideally with exposure to surgical or specialized cosmetic clinics. Dr. Mulherin is looking for a strong communicator who is organized, compassionate, highly professional, and an innovative person who is comfortable taking initiative.

RESPONSIBILITIES

• Patient Coordination: Coordinate patient care through the clinic by checking in patients, prepping charts, escorting individuals to exam/consultation rooms, and preparing rooms for subsequent appointments.
• Clinic Maintenance: Ensure consultation and procedure rooms are stocked appropriately with necessary medical and cosmetic supplies.
• Communication Management: Answer inquiries by phone, email, and in person in a helpful, respectful, and efficient manner, acting as the welcoming face of the practice.
• Scheduling: Manage and maintain the complex appointment schedule, including consultations, follow-ups, and booking surgeries and minor in-office/clinic procedures.
• Documentation & EMR: Manage incoming/outgoing communications and maintain electronic medical records accurately via EMR software.
• Administrative Tasks: Process faxes electronically, prepare/process clinic mail, and perform all other related administrative or special tasks.
• Financial Procedures: Perform billing procedures and handle private payments for cosmetic services where applicable.
• Inventory Control: Order and receive office, medical, and specialized surgical supplies.
• Confidentiality: Ensure absolute patient confidentiality and privacy in alignment with healthcare regulations and the sensitive nature of plastic surgery.

CONFIDENTIALITY AND DISCRETION

In accordance with the clinic's confidentiality and discretion policy, the incumbent must maintain the confidentiality of all company and patient information and must not discuss such matters outside of the clinical setting. Tact and discretion must be used in all dealings with all patients and potential patients.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• This is a full-time position, 40 hours/ week, Monday to Friday.
• The office is located within the Saint John Regional Hospital (400 University Ave, Saint John, NB). The position is expected to maintain regular hours in the office, 8am to 4pm, with occasional variability.
• Some overtime may be required. Similarly, some weeks may require fewer working hours.

QUALIFICATIONS

• Proficiency with computers, including internet use, electronic medical record (EMR) systems, and MS Office software.
• Excellent documentation skills and a high level of attention to detail.
• Strong communication, interpersonal, and conflict resolution skills.
• Deep compassion, patience, and absolute discretion.
• High regard for confidentiality and strong advocacy for patient care.
• Ability to multi-task and maintain composure in a fast-paced environment.
• Proficiency in English is required; proficiency in French is considered a strong asset.

EXPERIENCE AND EDUCATION

• Minimum of two years of experience as a medical office administrator within a medical environment (specialty or surgical clinic experience is a strong asset).
• Medical Office Administrator diploma (or equivalent) is preferred.
• Familiarity with medical terminology, particularly related to surgery and anatomy.
• General knowledge of the New Brunswick medical system is an asset.

COMPENSATION

Compensation will vary based on the candidate's experience, beginning at $55,000 annually. A performance review will be conducted annually with potential for yearly increase and/ or bonus. Vacation time will be (at least) four weeks each year, assuming flexibility with Dr. Mulherin's schedule.

APPLICATION DEADLINE: September 26, 2026. Applications will be reviewed throughout and the job advertisement will close early if a successful candidate is found. Please do not call the office and leave voicemails as this line is reserved for patients and other physician offices.