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Office Coordinator

3 months ago

Calgary, Canada EFW Radiology Full time

**Office Coordinator - Competition #2024-556**

**About Us**

The partnership of EFW Radiology owns and operates twelve community-based clinics providing Diagnostic Imaging, Maternal Fetal Medicine, and Pain Management services.

**Our Core Values**

Compassion: Treat everyone with care, kindness and respect.

Trust: Demonstrate empathy and understanding while partnering with patients, caregivers, communities and each other.

Meaning: Contribute to the well-being of our communities through healthcare, innovation, education and careers.

**The Role**

We are seeking a **Regular Full-Time,** **Office Coordinator (FTE 1.0). **Reporting to the Chief Executive Officer, the Office Coordinator will play a pivotal role in ensuring the efficient operation of our office while providing high-level support to our CEO and executive leadership team. This role combines administrative responsibilities with office management tasks, making it an ideal opportunity for a proactive, organized, and detail-oriented professional.

**Key Responsibilities**
- Provides administrative support to members of the executive team as requested
- Collaborates with Information Technology (IT) for network access, shared drive, and folder access by creating and tracking remedy tickets
- Supports the efficient operation of EFW’s head office by:

- Managing the CEO appointment schedule and time commitments, including but not limited to receiving appointment requests, meeting/conference invitations, determining the urgency and nature of the requests, resolving time conflicts and notifying all relevant parties. Ensuring that background material is prepared in advance for all meetings highlighting key or significant points for consideration. Arranges travel and accommodation for the CEO as required.
- Identifies, researches and prepares draft responses for review and signature.
- Prepares a variety of accurate and well-designed documents including confidential correspondence, memo’s meeting agenda, and reports.
- Develops corporate records management systems ensuring that corporate records are available and filed in accordance with generally accepted document management principles.
- Arranges corporate meetings and events as required.
- Develop and implement policies and procedures related to office facilities
- Maintain and order required supplies including office supplies and first aid supplies for head office
- Works closely and collaboratively with EFW’s Reception Manager and teams on administrative processes
- Coordinates and supports Partnership meetings
- Creates and distributes meeting agendas, motions, and proxy ballots.
- Attends meetings for the purpose of taking accurate minutes.
- Tracks and monitors action items following up on actions to ensure completion.
- Oversees partner and physician processes, including but not limited to:

- Physician credentialing process ensuring that all permits are obtained on an annual basis. CPSA/CMPA Renewals
- Manages and tracks QA Committee letters and certificates
- Manages STATDX
- Tracks EFW partner Non view box teaching hours
- Manages EFW Physician parking at AHS
- Onboarding/Offboarding of all Physicians
- Collects items from offboarded physicians, returns items to appropriate departments and completes required documentation.
- Coordinates residents and fellows on and off boarding with in EFW
- Serves as a point of contact for physicians concerns and needs.
- Provides administrative support for year-end corporate registry, medical peer review reporting, medical teaching hour tracking, and other yearly reporting.
- Builds strong collaborative working relationships inside EFW as well as with external stakeholder grounds including Alberta Health Services, University of Calgary, and other EFW partner organizations.
- Works collaboratively with Human Resources on physician recruitment initiatives including:

- advertising, planning recruitment activities, developing service contracts in accordance with approved standards.
- Ensures that effective onboarding process occurs and all paperwork and permits are in place for new physicians to practice medicine in the Province of Alberta, and within Community and AHS environments.
- Adheres to all privacy and confidentiality policies and procedures as they relate to EFW, our patients and our employees.
- Undertakes other related duties as assigned.

**Values and Culture**
- Demonstrates EFW values of Compassion, Trust, and Meaning in the workplace, leading by example at all times.
- Contributes to and supports a psychologically safe work environment for all EFW staff and physicians
- Demonstrates accountability for own work, behaviours and actions
- Fosters an enthusiastic and positive culture while ensuring that all employees are treated respectfully, and are given the opportunity to succeed
- Works collaboratively and respectfully with employees, leaders, EFW physicians, students, venders and all other stakeholders across the organization
- Demonstrat