Coordinator, Medical Staff Office
About the role
Company Description Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always! At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do. We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve. Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care. Job Description The Coordinator, Medical Affairs, plays a central role in supporting a full range of Medical Staff Office functions including professional staff recruitment and interview logistics, onboarding and orientation for new professional staff, coordinating the credentialing and performance review process. Under the direction of the Director of Medical Affairs, the Coordinator will also provide administrative and project support to the Medical Staff Office on an as needed basis. Administrative & Departmental Support Provide administrative support for department tasks such as continuing medical education rounds/grand rounds, long service awards, and special projects. Support the Professional Staff Association with administrative needs. Respond to in-person, telephone, and email inquiries and support. Produce and distribute correspondence, memos, letters, faxes, forms, and reports. Maintain a high level of customer service in all interactions. Coordinate and support meetings, including preparing required meeting materials, taking minutes as required, and ensuring requisite documentation is complete and available to support review and decision making for recommendations around new privileges, privilege changes, reappointments, etc. Develop statistical reports of recruitment and retention and other human resources reports as needed, Recruitment & Onboarding Support Partner with Program leaders to initiate recruitment processes for approved positions Coordinate recruitment activities, including but not limited to posting of positions, screening applicants, scheduling interviews, booking meeting rooms, arranging catering, and preparing interview documents. Attend interviews as required Support the coordination of professional staff onboarding and orientation activities Credentialing and Record Management Assist with credentialing processes including but not limited to offer letter creation, human resource plan management, coordination of hospital privileging and change of status requests, and accurate data management via CMaRS electronic database and committee reports Support the annual re-credentialing process for all professional staff and liase with external vendors to ensure appropriate timelines are met Process all appropriate correspondence regarding applications for hospital appointment including liaising with department Chiefs, practitioner licensure, malpractice, training verifications, references, etc., within a timely manner and in accordance with established policies and procedures Ensure all required documentation is received in a timely manner and is complete, tracking from date of application issue to date of review by the Board of Directors for both new applications and annual reappointment cycles Coordinate the professional staff performance review process for both 6 and 12 month reviews, including engaging with medical leaders and reviewers, compiling feedback and recommendations, building reports for various committees and professional staff members Qualifications Halton Healthcare endeavors to hire individuals who are competent in their chosen profession and who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes. Minimum 5 years relevant experience Community College diploma in office administration or related field Excellent written and verbal communication skills with the ability to foster strong working relationships and show a high level of tact and diplomacy Ability to prepare meeting agendas, minutes and motions for the Medical Advisory Committee and Board of Directors Background in Medical Affairs and knowledge of Canadian medical school system and college licensing requirements helpful Proven experience in health care including customer service, customer relationship management and customer satisfaction Effective planning and organizational skills with a demonstrated ability to set priorities Well-developed organizational and time management skills; and the ability to work flexible hours on short notice Ability to assume responsibility, work on own initiative and independently to bring assignments to successful conclusion Proven accuracy and attention to detail Ability to maintain confidentiality of personnel data Ability to operate audio-visual equipment including videoconference set-up Must be physically able to do the job Satisfactory employment and attendance record Computer fluency MS Word, Excel, Power Point, Outlook, Additional Information Closing Date: July 9, 2026 Salary: Min $67,382 Max $84,254 Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting. Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site. We thank all those who apply but only those individuals selected for further consideration will be contacted. Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation. The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies. All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
FTE: 1.0 FTE Union Status: NON UNION Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts Employment Status: Permanent Full-time Department: OT Chief Of Staff Site Location: Multi-Site (Oakville, Milton, Georgetown)
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Coordinator, Medical Staff Office
About the role
Company Description Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always! At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do. We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve. Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care. Job Description The Coordinator, Medical Affairs, plays a central role in supporting a full range of Medical Staff Office functions including professional staff recruitment and interview logistics, onboarding and orientation for new professional staff, coordinating the credentialing and performance review process. Under the direction of the Director of Medical Affairs, the Coordinator will also provide administrative and project support to the Medical Staff Office on an as needed basis. Administrative & Departmental Support Provide administrative support for department tasks such as continuing medical education rounds/grand rounds, long service awards, and special projects. Support the Professional Staff Association with administrative needs. Respond to in-person, telephone, and email inquiries and support. Produce and distribute correspondence, memos, letters, faxes, forms, and reports. Maintain a high level of customer service in all interactions. Coordinate and support meetings, including preparing required meeting materials, taking minutes as required, and ensuring requisite documentation is complete and available to support review and decision making for recommendations around new privileges, privilege changes, reappointments, etc. Develop statistical reports of recruitment and retention and other human resources reports as needed, Recruitment & Onboarding Support Partner with Program leaders to initiate recruitment processes for approved positions Coordinate recruitment activities, including but not limited to posting of positions, screening applicants, scheduling interviews, booking meeting rooms, arranging catering, and preparing interview documents. Attend interviews as required Support the coordination of professional staff onboarding and orientation activities Credentialing and Record Management Assist with credentialing processes including but not limited to offer letter creation, human resource plan management, coordination of hospital privileging and change of status requests, and accurate data management via CMaRS electronic database and committee reports Support the annual re-credentialing process for all professional staff and liase with external vendors to ensure appropriate timelines are met Process all appropriate correspondence regarding applications for hospital appointment including liaising with department Chiefs, practitioner licensure, malpractice, training verifications, references, etc., within a timely manner and in accordance with established policies and procedures Ensure all required documentation is received in a timely manner and is complete, tracking from date of application issue to date of review by the Board of Directors for both new applications and annual reappointment cycles Coordinate the professional staff performance review process for both 6 and 12 month reviews, including engaging with medical leaders and reviewers, compiling feedback and recommendations, building reports for various committees and professional staff members Qualifications Halton Healthcare endeavors to hire individuals who are competent in their chosen profession and who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes. Minimum 5 years relevant experience Community College diploma in office administration or related field Excellent written and verbal communication skills with the ability to foster strong working relationships and show a high level of tact and diplomacy Ability to prepare meeting agendas, minutes and motions for the Medical Advisory Committee and Board of Directors Background in Medical Affairs and knowledge of Canadian medical school system and college licensing requirements helpful Proven experience in health care including customer service, customer relationship management and customer satisfaction Effective planning and organizational skills with a demonstrated ability to set priorities Well-developed organizational and time management skills; and the ability to work flexible hours on short notice Ability to assume responsibility, work on own initiative and independently to bring assignments to successful conclusion Proven accuracy and attention to detail Ability to maintain confidentiality of personnel data Ability to operate audio-visual equipment including videoconference set-up Must be physically able to do the job Satisfactory employment and attendance record Computer fluency MS Word, Excel, Power Point, Outlook, Additional Information Closing Date: July 9, 2026 Salary: Min $67,382 Max $84,254 Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting. Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site. We thank all those who apply but only those individuals selected for further consideration will be contacted. Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation. The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies. All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
FTE: 1.0 FTE Union Status: NON UNION Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts Employment Status: Permanent Full-time Department: OT Chief Of Staff Site Location: Multi-Site (Oakville, Milton, Georgetown)