Administrative Coordinator, Perioperative Services

2 weeks ago

Ottawa, Canada CHEO Full time

**Job Details**

**Open Date**
- Jun 26 2023 - 09:45:00 AM**Close Date**
- Jul 02 2023 - 11:59:00 PM**Position Title**
- Administrative Coordinator, Perioperative Services, Permanent Full Time (1.0) / Coordonnatrice administrative, Services périopératoires - Poste permanent à temps plein (1,0)**Posting Type**
- Non-Union / Non-Syndiqué**Posting Status**
- Active**Position Length**
- Full Time (1.0) / à temps plein (1,0)**Department Group**

**Hours per Week**

**Department**
- Perioperative Services / Services périopératoires**Openings**
- 1**Education**
- College Diploma / Diplôme collégial**Company**
- CHEO**Location**
- Ottawa**Competition**
- 23-785**Salary Range**
- De $55,828.50 to/à $68,581.50 per year / par année**Union Position**
- No**Description**:
***:
The Periop Administrative Coordinator provides administrative support services, ensures confidentiality and efficient conduct of business through the office supporting Chief of Surgery and assisting the manager of Perioperative Services while overseeing the work of other support staff, co-ordinates the provision of secretarial and administrative support services; oversees and maintains Access To Care (ATC) website.

**MAIN RESPONSIBILITIES**:
**EA Admin support to Chief of Surgery**:

- Provides advanced and highly skilled executive support services for the Chief of Surgery, working closely with other EA’s to the VPs to coordinate support.
- Arranges meetings and maintains schedule of the Chief of Surgery (CoS) appointments and itinerary of coming events. Gathers and prepares meeting documentation as necessary.
- Plans and manages the CoS schedule, ensuring the most effective use of their time.
- Manages all communication and assess the nature/ sensitivity and takes appropriate action. Redirects and/or tactfully handles complaints and sensitive issues.
- Work closely to develop relationships with CoS to allow for proactive planning and anticipation of needs and priorities.
- Develops and implements high quality office procedures and practices that are in compliance with organizational policies and standards.

**Portfolio Strategic Support**:

- Maintains and monitors a work plan for the CoS objectives aligned to the hospital's strategic directions.
- Understands and anticipates the priorities and needs of the CoS and provides support, materials, advice and resets priorities or schedules appropriately.
- Prepares reports, presentations and other materials as required for CoS for various audiences included departmental team, executive team, and board committees.
- Coordinates special projects as required.
- Acts as a liaison, maintains open lines of communication and positive relationships with internal and external key contacts.
- Schedules meetings, tracks items for agendas, monitors workplan, prepares agendas, and coordinates materials for distribution for various committees and special events, as assigned.
- Attends meetings, records discussions and prepare minutes following meetings.
- Arranges education, conference registrations, travel and other logistics. Prepares expense reports as required.
- Other duties as assigned

**Admin Coordinator support Periop Manager**:

- Oversee/coordinate the work of other support staff as well as provide input into their performance appraisals and manage their coverage plans and vacation requests.
- Coordinate the process related to recruitment/selection, performance appraisal and attendance enhancement including all relevant HR documentation.
- Bring to the attention of the Medical Director/Manager any issues related to performance of support staff.
- Be aware of Collective Agreements between different Unions
- Research, retrieve, summarize and/or analyse information and/or material as assigned on specified topics, by surfing the web, CHEONet, reviewing literature, journals and/or publications etc.
- Photocopy, collate, fax and distribute documents. Proofread documents for grammar and spelling.
- Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
- Reconcile accounts on a monthly basis and provide month-end activity reports.
- Prepare annual departmental annual report
- Prepare documentation for expense requests, professional development travel claims including ensuring all relevant signatures are obtained
- Prepare draft agendas for meetings, transcribe and distribute minutes. Ensure appropriate follow up action on items as required.
- Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, BF systems, and confidential files.
- Supervise the ordering of office supplies as required
- May take the lead role in the planning of local, national, and/or international conferences/events by booking venue, scheduling /maintain speakers, ordering catering, audio visual equipment, registration, etc.

**QUALIF

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