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Administrative Coordinator

1 month ago

Barrie, Canada Royal Victoria Regional Health Centre Full time

**Job Description**:
Reporting into the Operations Director of Emergency, Critical Care, & Trauma, the **Administrative Coordinator** will provide administrative support services to the **Emergency Department** operational accountabilities. The role has responsibility for client facing interaction, report preparation, file maintenance, formatting and creating complex documents for presentation up to a Regional and Provincial level Committees, meeting coordination, minute taking, hiring administrative processes, supporting various internal committees, and processing confidential correspondence from internal and external parties to members of the senior team. While the position is the Operations Directors main support, the position will also support the Emergency Department Chief and Medical Director, Emergency Department Manager, and Clinical and Non-Clinical Supervisors for day-to-day operations. This role actively collaborates with the other Program Leaders, Physicians, and staff in supporting RVH programs, and is very closely connected to the Intensive Care and Trauma leadership team and operations. The role will provide administrative coordinator coverage and collaborate routinely with the Intensive Care and Trauma Program administrative coordinator.

**Education**:

- Completion of a two-year community college diploma with a focus on Administrative Assistant work required.
- Completion of a medical terminology course or comprehension of medical terminology an asset

**Experience**:

- Minimum of three years progressive administrative experience supporting a senior level manager/executive, preferably in a health care environment
- Experience in the management and coordination of senior managers/executive schedule.
- Change management and project management education/experience preferred.

Excellent knowledge of Microsoft Office including preparation of materials in Excel, Word, PowerPoint and Outlook, Visio.

**Responsibilities**:

- Provide administrative support to the Operations Director, Manager, Clinical and Non-Clinical Supervisors, and Medical Directors for the Emergency Department as well as the Chief of the ED.
- Facilitating the necessary paperwork for timely completion, approval and submission of various Ministry accountabilities and reporting as well as other documents within the programs
- Review and proof all documentation submitted for Directors’ signature.
- Preparation of e-requisitions and other payment requisition forms as required with accuracy.
- Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items, prepare presentations as needed.
- Coordinate and/or assist with team building events or activities and have the flexibility to attend during not traditional working hours such as mornings and evenings.
- Maintaining flexibility to respond to urgent requests and priorities.
- Maintain appropriate files and records for the Director and Manager as needed.
- Facilitate communications for the programs as required.
- Lead the co-ordination of new hires to the Program as directed by ED Leadership
- Complete required HR forms such as Per personnel Change Forms (PCF).
- Schedule interviews, complete necessary paperwork, and schedule required orientation.
- Support and co-ordinate the Program through any applicable moves and change management projects.
- Complete physician scheduling for the ED including entering data into Metricaid
- Interacting with internal/external contacts with a high degree of professionalism.
- Participating and assisting to coordinate education and injury prevention activities with the Trauma Program staff as needed.
- Complete ordering of supplies with high attention to detail as well as process billings and payments

**Competencies**:

- Demonstrated commitment to maintaining strict confidentiality.
- Superior multi-tasking, analytical and problem-solving skills
- Strong organizational, prioritization and time management skills with the ability to prioritize multiple, often conflicting demands.
- Adaptable to changes and able to work flexible hours in a fast-paced work environment.
- High level of professionalism, initiative, and creativity
- Must have a positive nature, can-do attitude and be a team player.
- Must be able to compose letters and deal with routine correspondence.
- Ability to take and transcribe meeting minutes both in person and via virtual meetings.
- Ability to perform office administrative work requiring the use of independent judgment.
- Ability to analyze and resolve office administrative and procedural problems.
- Excellent interpersonal and communication skills to effectively communicate with all interprofessional staff.
- Demonstrated commitment to attention to detail.
- Demonstrated ability to prioritize and function effectively in a busy environment.
- Demonstrated ability to work independently and collaboratively as part