Ontario Medical Association

Executive Assistant

• Providing administrative support to the CEO and, President, managing and coordinating schedules, arranging appointments and meetings, coordinating incoming/outgoing mail/courier packages, coordinating conference room/off-site meeting venue set-ups and catering, and recording and compiling meeting minutes as required.
• Providing support for tracking and submitting expenses for the CEO and President through the OMA’s financial information system.
• Managing hotel, travel and transportation requirements, and assists in completing the financial reporting after every event, meeting, teleconference, town hall, etc.
• Assisting with tracking correspondence, including emails received into the President’s inbox to ensure all requests re responded to in a timely manner.
• Providing assistance for day-to-day management of the Executive Office’s budget, including tracking account codes, preparing contract approval forms, purchase orders, filing invoices for payment, and liaising with the department’s finance partner.
• Providing administrative support for committees and task forces that fall under the direction of the Executive Offices, including the Executive Committee and the Member Issues Task Force.

Administration

• Coordinating, tracking, planning, preparing, and expediting daily workflows for the senior staff by responding to inquiries, preparing documents, supporting the financial operations, and coordinating schedules, travel, and meeting arrangements.
• Preparing documents including but not limited to routine correspondence, contracts, client reports and meeting minutes, ensuring deadlines are met.
• Participate in internal projects, developing and enhancing the administrative processes, PHP database, and documenting department procedures in the Standard Operating Procedures Manual.
• Coordinating activities for annual meetings by assembling and distributing member packages/agendas, recording, determining relative importance and sensitivity of meeting discussions and record minutes, communicating decisions made, and identifying appropriate action through action lists.
• Prepare and provide regular reporting to management on the administrative and clinical activities.
• Tracking and monitoring administrative metrics for the program to assist the Senior Manager, Operations with program planning, budget, identifying gaps and quality improvement initiatives, and assisting the Senior Manager with reporting to governance.
• Preparing financial invoices and collaborating with the Finance Department on program-related billings.
• Present ideas for discussion, participate, and make recommendations for new practices and procedures that will contribute to the participants' experience and ensure high quality of service is provided to PHP participants.
• Manage highly sensitive personal and professional information in accordance with OMA's privacy policies and existing legislation pertaining to addiction and mental health issues.
• Investigate and research when lab and clinical reports receive insufficient or misleading information.

Senior Administrator, Physician Health Program

Data Engineer

• Designing and developing scalable data pipelines and ETL processes using Azure Data Factory, Synapse Analytics, and Microsoft Fabric Notebooks (PySpark)
• Building and optimizing data models, creating insightful reports, and managing interactive dashboards
• Collaborating with stakeholders to gather data requirements and deliver tailored, data-driven solutions
• Monitoring, troubleshooting, and enhancing performance of data pipelines and workflows across platforms
• Ensuring data security, privacy, and compliance with organizational and regulatory policies
• Documenting data pipelines, workflows, tables, and analytical processes for transparency and maintainability

Azure Data Architect

Data Analyst

Azure Data Analyst – Contract

Communications

• Assists with execution of communication plans for organization-wide internal projects across various divisions and makes recommendations to ensure alignment with the OMA’s employee communications strategies.
• Develops and executes engaging and informative content for employee communications that are aligned to organizational objectives, including in emails, the email newsletters, internal meetings and in-office signage
• Manages content calendars, story banks, and production of recurring internal communications channels
• Manages intake of internal communications requests and inquiries
• Builds and maintains effective, collaborative working relationships to ensure timely execution of communications
• Coordinates and provides support for virtual, in-person and hybrid internal staff meetings and Town Halls. This involves scheduling, taking minutes, coordinating logistics, building presentations, capturing footage etc.
• In collaboration with product team, supports content publishing to the intranet as required, including adding and optimizing content, working cross-functionally to create and update pages/spaces to align with shifting needs
• Measures and tracks performance of internal communications channels and makes data-informed recommendations to improve the effectiveness of employee communications
• Champions standards for internal communications to the ACM division and other internal stakeholders, including: Internal comms team processes and requirements Adhering to style guides for grammar and brand guidelines Best practice principles for user centricity, accessibility and SEO

Internal Communications Specialist

Systems Engineer

• Oversee planning, delivery and execution of the OMA’s Ontario Health Teams (OHT) physician leader engagement strategy
• Oversee a Community of Practice to increase member input and create partnerships with external groups and new physician leaders
• Leverage knowledge to influence and provide guidance to the Ministry of Health and Ontario Health on OHT and Primary Care Network (PCN) development and implementation
• Coach and develop physician leaders to advance OMA positions bilaterally at PSC OHT bi-lateral tables and other external groups
• Lead Physician Services Committee (PSC) OHT secretariat, working cross-functionally and with government to develop strategic work plans and co-design solutions
• Lead strategic development and implementation of member engagement strategies and ensure physician perspectives are incorporated into initiatives
• Strategically escalate member concerns/issues and oversee implementation of tangible mitigation steps and solutions
• Oversee development of strategic work plans for committees and lead execution of actionable items
• Develop and strengthen productive working relationships with system leaders, Ministry of Health and Ontario Health to advance OMA positions
• Represent OMA at bi-lateral tables, committees and working groups to influence planning and implementation of OHT & PCN deliverables
• Support development of OMA positions for the Primary Care Action Group (PCAT) to influence PCN and OHT implementation
• Align OMA priorities with provincial stakeholders to embed members’ perspectives in system initiatives
• Provide leadership and oversight of the Sr. Lead including line supervision and staff development

Director, Physician Leadership Engagement and Health System Integration

Events

• Prepare and format event materials (e.g., agendas, name badges, sign-in sheets)
• Maintain and update attendee lists and registration tracking spreadsheets
• Support the setup, testing, and monitoring of online registration platforms (primarily Cvent)
• Compile and organize speaker bios, headshots, and session descriptions
• Assist with travel arrangements and maintain rooming lists
• Track dietary and accessibility requirements for attendees
• Schedule planning meetings and send calendar invites
• Prepare and assemble event kits, folders, or welcome packages
• Communicate with vendors and venues to confirm logistical details
• Ensure event documents, branding, and collateral meet brand guidelines
• Prepare pre- and post-event surveys, and compile and summarize feedback
• Participate in a brief writing exercise and a short test to confirm proficiency in Microsoft Office applications as part of the selection process

Events Support, Event Planning

Procurement

• Manage the procurement process to ensure efficient and effective acquisition of goods and services
• Lead creation of bid and tender documentation (RFQ, RFP, RFSO, RFI)
• Collaborate with client departments and stakeholders to understand procurement needs and provide guidance
• Facilitate cross-departmental communication to align procurement with programmatic goals
• Maintain accurate records of procurement activities and prepare reports for management and stakeholders
• Lead execution of strategic procurement processes, vendor negotiations, and bid packages
• Provide training and support to staff on procurement policies and procedures
• Coordinate legal, risk and technical reviews during onboarding, contract management and offboarding
• Manage contract database and prepare monthly compliance reports and dashboards
• Draft contracts using OMA standard template and forward for execution
• Lead vendor presentations
• Provide support to client departments to ensure compliance with corporate policies
• Lead process improvement and automation

Senior Manager, Procurement

Compliance

• Maintaining the compliance framework that supports the OMAI’s life and non-life agency operations
• Developing and implementing policies, monitoring legislative changes and advising on compliance risks, and conducting audits
• Draft, update, and implement compliance policies and procedures aligned with regulatory requirements and internal risk appetite
• Monitoring legislative, regulatory, and industry developments
• Regularly reviewing business operations and systems to identify potential risks and ensure compliance with policies and regulations; working with internal teams and management to implement changes
• Conducting compliance risk assessments for new and ongoing initiatives
• Collaborating with OMA Enterprise Risk Management to document and update risks and business continuity protocols
• Educating employees on compliance requirements, policies, and procedures through training programs and awareness campaigns
• Conducting internal audits of sales, service, and operations teams and recommends coaching or training when needed, to applicable manager, report findings to Senior Management
• Supporting the Licensed Officer in maintaining OMAI’s licensing status across jurisdictions

Specialist, Insurance Compliance

Director

• Provide strategic leadership for government relations at three levels of government
• Lead an experienced team and external advisors to deliver initiatives and activities
• Liaise with internal stakeholders to identify strategic business priorities and government-related issues
• Develop and execute the OMA’s government relations strategies to influence government policy and budget planning
• Manage relationships with key government stakeholders and identify engagement opportunities
• Oversee grassroots advocacy campaigns and special projects, determine goals, deliverables, success indicators and milestones
• Delegate preparation of speaking notes, briefing notes, invites, emails, etc. and evaluate outcomes
• Develop briefs, position papers and messaging and ensure alignment with government relations mandates
• Direct staff activities, monitor workloads, performance and adherence to policies
• Prepare and manage government relations and advocacy budgets
• Identify opportunities to improve government relations and advocacy initiatives

Senior Director, Government Relations and Advocacy

Support Engineer

• Leading end-to-end Service Desk operations ensuring timely resolution of incidents and requests in line with SLAs, KPIs, and ITSM best practices, defining the vision, roadmap, and performance standards while driving a shift to self-service models, automation, and continuous improvement to align with enterprise goals and enhance staff experience.
• Partnering with business and Technology leaders to align services with organizational goals, shaping digital support strategy, and influencing service investment decisions.
• Leading transformational improvements to Service Desk delivery by adopting automation, AI/ML, and data-driven insights to enhance efficiency, predict and prevent disruptions.
• Driving a culture of continuous service improvement using data-driven insights, process refinement, automation, and staff feedback loops.
• Overseeing asset lifecycle management and collaborating with cross-functional teams to forecast support needs and optimize Service Desk tool and technology investments.
• Managing vendor relationships and budgets related to Service Desk tools and platforms.
• Leading or collaborating on enterprise-wide service improvement programs, incident reduction initiatives, and technology change implementations impacting staff experience.
• Leading Service Desk projects, determining project scope, timelines, risks, and stakeholders. Monitoring progress and reporting outcomes transparently.