Operations Site Coordinator

4 days ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday 830-430

**Education Level**
University Degree in Administration/ Healthcre Administration, pursuing HR/CHRP

**Career Level**
3 to 5 years of experience

The Operations Coordinator within the department is responsible for implementing and maintaining the efficient operation of physician practices at some our major sites. This position calls for independent decision making within an area of authority and for the exercise of leadership in the management of support services. The Operations Coordinator will provide effective office management for the administrative support structure at the designated hospital sites, including recruitment activities, orientation and development of staff.

The Operations Coordinator will ensure the coordination of furniture and office moves, furniture and computer purchases and will coordinate minor renovations and repairs required at the designated hospital site. The Coordinator will act as an advisor to groups to determine needs and scope of the work to be performed, assuming a leadership role to ensure efficient coordination of the project in conjunction with adherence to appropriate University and Hospital standards, policies, guidelines and directives. The individual is expected to maintain a good rapport with Hospital partners while strategically protecting the interests of the Department and University.

**Accountabilities**:

- Provides effective office management for the administrative support structure at the designated sites.
- Provides front line service to faculty and staff and in consultation with the Departmental Administrative Operations Manager sets standards for the quality of the Department’s services.
- Ensures provision of services by training, providing guidance and advice and carrying out supervisory responsibilities with respect to the support staff at the hospital site. Ensures that the administrative support needs of the department faculty and staff are competently and efficiently met.
- Supports departmental function and purpose. Coordinates, organizes, maintains and provides information. Implements efficient record keeping systems including attendance and health and safety training and ensures payroll is submitted for all staff. This will include temporary casual as well as salaried employees.
- Regularly allocates staff to assist in offices/areas that are overwhelmed, staff off due to sickness/vacation and to clear any back log of work. Establishes work priorities and schedules in consultation with the Faculty Supervisor.
- In consultation with the Department Administrative Operations Manager, the Coordinator acts as a department resource person in relation to Collective Agreements, hiring procedures, benefits, vacation, sick time, LTD, incident/injury reporting and payroll process for faculty and staff.
- First point of contact for staff regarding work related issues and concerns.
- Performs payroll entry (timesheets) and approval functions in Mosaic payroll module in a timely manner.
- Prepares job postings using Mosaic recruitment module and assists in the preparation of job descriptions for staff at designated sites.
- Manages the physical resources with inventory, equipment and space. Has decision making authority in these areas at all sites. Regularly confers with Department Administrator to allocate offices, arrange for purchase of furniture and computer equipment. Responsible for the set up of all offices/work space within the Department of Surgery. Liaise with the facilities management team at the designated site, FHS and University in order to assist with facilitating moves.
- Understanding of the Facilities Management processes within the Hospitals, Faculty of Health Sciences and the University in order to assist with facilitating moves (new faculty and staff).
- Ensure staff complies with the health and safety training requirements for their roles.
- Other duties as assigned.

Other Considerations:
Knowledge of University and Hospital (HHS and SJHH) processes, Mosaic payroll and recruitment functions, financial and human resources policies and procedures, Employment Standards, Unifor local 555 Collective Agreement and RMA/OHIP billing process. Proven ability to effectively manage an office and conduct training sessions either one on one or in group settings. The incumbent will have superior interpersonal, communication and time management skills. The ability to prioritize competing demands is essential. Above average computer skills are required in the full Microsoft Office Suite. Basic knowledge of PeopleSoft would be preferred.

Travel between sites will be required to provide orienations, training, setting up work areas, strengthen relationships. Responsible for Human Resource activitied within the Department for the host site and assist with rolling out initiatives. Would have HR oversite over administrative staff, such as time management, assist with performance management, layoffs, promotions, compens

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