Medical Secretary

Department: Student Affairs

Job Type: Continuing

Full-time/Part-time: Part Time (>=1249 hrs/year)

Campus: Waterloo

Reports to: Manager, Student Wellness Centre

Employee Group: WLUSA

Application Deadline: November 24 2026

Requisition ID: 11925

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion , Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

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Reporting to the Manager of the Student Wellness Centre, the medical secretary contributes to the smooth operation, organized and positive atmosphere within the centre. The Student Wellness Centre at Laurier Waterloo is comprised of a multi disciplinary team of professionals that provide physical, emotional and mental health support for students. The professional team includes family physicians, a psychiatrist, massage therapists, chiropractors, dietitian, counsellors, mental health nurse, registered nurses, and a case manager.

Within the Student Wellness Centre are a team of receptionists with various duties related to operations, service-delivery and administrative functions. Specific duties include facilitating the flow of student traffic, assisting students with front-line requests and responding to high traffic and multiple priorities throughout the day.

A background in medical office procedures and knowledge of medical/legal ramifications is required. The Student Wellness Centre is an electronic medical record environment and proficiency with electronic medical records, including billing and messaging is essential.

The incumbent employs medical knowledge and exercises sound judgment and assessment as a complement to the administrative functions for this position. The incumbent will handle confidential medical information daily. Awareness of medical responsibilities relating to PHIPA is required.

Contacts range from students and their parents, members University Community, and various medical professionals and institutions.

Accountabilities

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Front line

- Provides screening and rapid response requests, and responds according to urgency, departmental processes/procedures and available staff resources.

- Receives upset or anxious students with tact and sensitivity.

- Maintains client/patient confidentiality at all times, including verbal, electronic, and written communication and all documentation.

- Handles a high volume of traffic throughout the day, while simultaneously performing the other accountabilities of the position.

Administrative duties

- Facilitate registration processes with students (in person and on the phone), including responding to questions, and providing positive and welcoming first point of contact

- Creation of accurate patient record within electronic records including demographic updates, past history and relevant clinical forms

- Schedules same-day, booked and returning appointments utilizing basic screening of presenting concerns to determine appropriate booking

- Direct traffic flow within centre

- Facilitate calls to specialists and EMS at the direction of professional providers

- Follow up on outstanding accounts including missed appointment fees and Health card problems

- Performs daily OHIP billing including submission to Ministry of Health and follows up on error codes and messages from the ministry.

- Performs other third party billings including third party and locum billing

- Coordinate referrals to specialists and specialized medical testing appointments, including notification of students

- Assist students with completion of necessary forms/paperwork

- Sort and respond to incoming mail and email correspondence and notify appropriate practitioners

- Access student records and contact information via banner

- Respond to questions and inquiries from faculty, staff, parents and the external community with respect to Student Wellness Centre support available, operational details and crisis response/referral information

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Qualifications

- Minimum one (1) year post-secondary education in medical office administration plus two (2) years related experience delivering high-volume front-line customer service.

- Excellent interpersonal skills and facility managing a range of situations with sensitivity, and responsiveness; proven ability to deal with high pressure situations with tact and diplomacy.

- Demonstrated experience with Practice Solutions software preferred

- Knowledge and competency with OHIP billing practices

- Displays some medical knowledge and exercises sound judgment and assessment as a complement to the administrative functions for this position

- Handles confidential medical information daily and adheres to PHIPA and FIPPA guidelines

- Effective organization, time management, and problem solving skills with attention to accuracy

- Capacity for team work, responsibility and confidentiality in a professional office.

- Displays some medical knowledge and exercises sound judgment and assessment as a complement to the administrative functions for this position

- Handles confidential medical information daily and adheres to PHIPA and FIPPA guidelines

- Able to balance multiple demands among competing priorities in fast paced environment

- Ability to work flexible hours, including some evenings.

Hours of Work

This is a Part-time, continuing opportunity. Regular weekly hours are 24.5 hours per week from September to April and 14 hours per week from May to August each year. The usual hours for the department are 8:30 a.m. to 4:30 p.m., with occasional evening availability expected. Flexibility in hours will be required, including weekend work in December and April to accommodate the exam schedule. There is also an expectation that you will be available on call when needed to cover sick leave and vacation absences.

This role requires daily in person attendance and is not eligible for a flexible work arrangement as per Policy 8.14 (Flexible Work Policy).

Compensation

- Level: B

- Rate of Pay: $32.74 to $34.61 per hour with an annual step progression on anniversary date up to $37.41 per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job

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Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact People and Culture. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.