About the company

Anova Fertility & Reproductive Health is a premier fertility health centre in Canada exclusively focused on reproductive medicine and women’s health. Since 2016, we have built a reputation as the leader in innovation, education, and communication for best in class, inclusive, humanized fertility and reproductive care. Anova Fertility is known for its collaborative and holistic approach, leveraging an award-winning, multidisciplinary team of healthcare professionals, including Reproductive Endocrinologists, OB/GYNs, Family Physicians, Physician Assistants, Nurses, and other healthcare professionals. Our high functioning team strives to provide exceptional patient care through advanced fertility treatments and personalized treatment plans.

About the position

Anova Fertility’s Third-Party Reproduction Program supports patients who require the assistance of donors and/or gestational surrogacy agencies as part of their fertility journey. The program involves close coordination with intended parents, donors, gestational surrogacy agencies, physicians, internal clinical teams, and external partners to ensure a compassionate, well-organized, and compliant care experience. 

Reporting to the Third-Party Program Team Lead, you will leverage your expertise to provide a range of administrative and office support activities and facilitate the efficient operation of our Third-Party Program. As Administrator, you will be the face and voice of the Clinic for patients seeking third-party services and IVF treatments. Your responsibilities include triaging referrals, managing and screening calls, relaying messages, responding to inquiries, greeting patients and visitors, processing payments, and booking patients for initial and follow-up appointments. Crucially, you will share the Founder, Dr. Marjorie Dixon’s commitment to being the gold standard in reproductive health and fertility care.

What we offer

• Competitive compensation package, benefits, office, and clinical support
• Opportunities for learning, development, and research
• You get to co-write the next chapter in Anova’s success story
• You would work for a visionary and a highly visible company with a professionally led, collaborative environment, and top tier executive team
• Work in a clinical environment that offers the latest fertility advancements, expertise, alongside the inspiring Dr. Marjorie Dixon
• Work in Canada’s most renowned fertility clinic, with best in-class-care and top inhouse laboratory
• Work in stunning, modern office, conveniently located at Yonge & Sheppard
• Become part of award-winning team that improves access to care, are leaders in inclusivity, and give back to community

Main Duties and Responsibilities

• Collaborates effectively with team members across departments
• Consistently arrives at work, appointments, meetings, and events on time
• Writes clearly and informatively and edits work for spelling and grammar
• Handles expected share of workload at required quality level (productivity)
• Maintains confidentiality and security of business and patient information
• Complies with policies and protocols, as amended from time to time
• Completes all required training to perform job duties effectively
• Supports Team Lead in handling case load and documenting progression
• Takes and places calls, files paperwork, and updates databases
• Handles administrative tasks related to donor and surrogacy programs, ensuring smooth operation of patient treatment 
• cycles and coordination with agencies
• Maintains efficient patient flow while providing emotional support to intended parents, donors, and surrogates
• Gathers and reviews medical information to ensure medical clearance
• Reaches out to new clients and coordinates community outreach initiatives
• Provides information to patients regarding third party process
• Provides patients with appropriate forms regarding surrogacy
• Responds to inquiries from patients and third parties, in person, by phone, and via email
• Addresses patient concerns and educates them on treatment protocols
• Reaches out to existing participants of Third-Party Program to relay changes
• Makes recommendations to improve Third-Party Program services
• Ensures that documentation is current, accurate, and filed correctly

Qualifications and Requirements

• Current RN licence in province of practice
• Current ACLS accreditation and member in good standing of RNO
• At least 2 (two) years’ experience providing administrative support in medical environment, with track record of schedule adherence and excellent care
• Fully comfortable with MS Office, medical software (including eIVF and Accuro), and virtual meeting technology
• Pleasant telephone manner and strong sense of etiquette
• Excellent verbal and written communication skills (English)
• Solid knowledge of administrative practices and procedures, including billing
• Strong time management, analytical, and problem-solving skills
• Ability to discuss complex topics with patients and check for understanding
• Ability to switch tasks and ensure that all initiatives move forward in timely fashion
• Availability and willingness to work outside of regular business hours and participate in weekend and statutory holiday rotations
• Track record of providing safe and inclusive environment to gender and sexually diverse audience (2SLGBTQIA+)
• Exceptional patient service and interpersonal skills

Profile

• Meticulous attention to detail
• Empathetic approach to patient care
• Comfortable working in team environment
• Punctual, dependable, and strong work ethic
• Unfazed under pressure

Hours of Operation

• 37.50 hours per week
• Work schedule 8:00 a.m. – 4:00 p.m.
• Weekend and holiday rotation as required

Anova Fertility is an equal opportunity employer. We are committed to providing an inclusive and accessible environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We welcome and encourage applications from all qualified individuals, including those with disabilities, and accommodations are available throughout all stages of the recruitment process.

In compliance with the new Employment Standards Act (ESA) guidelines regarding the use of artificial intelligence, please note that while some recruitment platforms may use AI features to assist with initial screening based on job requirements, these tools are only used to help streamline the process. All final candidate evaluations and selection decisions are made by our recruitment and hiring team.

Due to the high volume of applications we receive, only those candidates who are shortlisted for further consideration will be contacted.

Benefits:

• Company events
• Dental care

Extended health care

Licence/Certification:

• RN (preferred)
• Work Location: In person

How to apply

If you are eager to grow within a company, be part of an award-wining team, and believe you are the right fit, please submit your CV to career@anovaferility.com. While we appreciate your interest, only qualified applicants who are being considered will be contacted. 

Position Status: This position is for an existing vacancy

Job Types: Full-time, Permanent, In-person

Salary: CA$26-CA$30 per hour