Coordinator Client Services

4 weeks ago

Oakville, Canada Nucleus Independent Living Full time

Nucleus Independent Living is an innovative and learning organization, focused on providing exceptional, culturally-sensitive care to residents in the Mississauga Halton community to enable frail seniors and adults living with physical disabilities to live their best life independently, at home. Our highly committed staff embody our ICCARE values of Innovation, Compassion, Collaboration, Accountability, Respect, and Excellence in the delivery of personalized care, where every person’s experience is exceptional, every time. We are committed to creating a safe environment where you feel heard, valued for the work you do, able to grow and learn, and make a difference to every person you touch.

***

Reporting to the Manager, Corporate Services & Chief Privacy Officer, the Corporate Services Coordinator provides a wide range of support to Nucleus’ client service delivery and corporate functions across a number of sites.This role acts as back up to the Manager, Corporate Services and includes supporting with Board of Director coordination and executive administrative support functions.

With tasks and deliverables varying widely, this highly collaborative role will be responsible for taking leadership in planning and organizing Nucleus events (staff, community, Board) and be able to step in and take charge of administrative tasks as needed.

This role will support the corporate and operations departments in all aspects related to Personal Protective Equipment (PPE) for all staff to perform their jobs effectively. This includes but is not limited to procurement, distribution, reporting and all aspects of IPAC.

Other duties may include managing and coordinating special projects, being responsible for general office duties and providing effective and efficient support to both staff and clients. As a key member of the Nucleus team, this role is expected to present a positive and professional image of the organization during every interaction as well as work with the utmost integrity, to protect the privacy and confidentiality of all privileged information and activities according to the policies of Nucleus.

**POSITION RESPONSIBILITIES**

Administrative
- Act as first point of contact for the main Nucleus phone number, including answering and re-directing incoming calls, receiving couriers and other vendors with a high level of customer service and professionalism.
- Ensure common areas of Nucleus are kept tidy and in compliance with health and safety standards; coordinate custodial services as required.
- Provide support functions for the senior leadership team which include attending and transcribing minutes of meetings when required with any follow up work required
- Assist in coordinating logistics for meetings, workshops and/or events, including scheduling, invitations, telecommunications or IT support, catering requirements, location set-up and clean-up.
- Responsible for managing the hybrid work environment, assisting with logistics, booking of in person/physical space
- Manage all Nucleus correspondence, such as mail, referrals, faxes and other methods of communication.
- Compile, organize and prepare correspondence for meetings, conferences, and events
- Provide administrative and other support as required for projects such as Annual General Meeting, Annual Report, Board Reports and documents, Consumer Experience Survey, Accreditation, Stakeholder information and other ad hoc projects as needed.
- Participates in continuous quality improvement by:

- Identifying and communicating suggestions for improved services and use of resources
- Implementing efficient processes for staff and consumers
- Managing Nucleus’ supply chain for personal protective equipment, including developing value-add reports for the Senior Team’s information requirements
- Using supplies/equipment and resources in a cost-efficient manner
- Assists with development, implementation and monitoring, and improvement of standard operating procedures
- Ensure sensitive materials are kept confidential in accordance with organizational policies, procedures and legislation and addressed in the appropriate manner.
- Support the People and Culture team with digital filing project.
- Acts as a resource to support all departments or projects as needed.

Board of Directors
- Prepare Board of Director and Board Committee meeting notices, agendas, reports, materials and presentations, including the Annual General meetings and retreats
- Will coordinate and execute Board Meeting ancillary requirements, such as dinner coordination, and clean up after any in person meetings
- Will coordinate tracking of Board expenses
- Will attend Board meetings to record minutes and tracking of action items
- Will manage the Board’s and Committee’s annual workplan process, with tracking, to ensure timely delivery of action items
- Prepare and maintain by-laws, policies, and other public and confidential documents of the Board and its Committees in a timely

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