Coordinator, Corporate Governance and Administration

3 weeks ago

Toronto, Canada Ontario Hospital Association Full time

**Coordinator, Corporate Governance and Administration**

**Business Planning & Strategy Division**

**Full-time Permanent (Hybrid: 2 days/week in office, 3 days/week WFH)**

**Target Hiring Range **$50,743 - $59,200**

**Background**:
The Ontario Hospital Association’s (OHA) 2023-2027 Strategic Plan includes a bold new vision to enhance our organizational practices by pursuing highly inclusive approaches to complex projects and mandates. We feel strongly that we must continuously work to modernize the ways in which we convene and support our members in the important work they do in service to patients and communities across Ontario.

The Business Planning and Strategy (BPS) division of the OHA is responsible for the entire business cycle at the association, from strategic planning to execution. The team is designed to enable the organization to effectively plan and execute its strategic and operational objectives. BPS covers a range of key functions and core services including strategy and member relations, finance and business planning, information technology, human resources, corporate governance and enterprise risk management, applied research, long-term health policy, and knowledge transfer.

**The Position**:
The OHA has created a unique coordinator position within its BPS division that reports to both the Senior Manager, Corporate Governance and Enterprise Risk and to the Lead Coordinator, Administrative Services. The incumbent will split their duties equally, providing corporate governance support for matters and duties relating to the OHA’s Board of Directors, and administrative support to the entire OHA team as a member of the OHA’s “Coordinator Hub” - a shared service of administrative professionals.

Estimated breakdown of responsibilities will include:
**Corporate Governance (50%)**: Reporting to the Senior Manager, Corporate Governance and Enterprise Risk, you will be:

- Meeting arrangements: draft timelines and schedules; internal room reservations and set-up, external facility bookings and preliminary contract negotiations, catering, accommodations, and related tasks; meeting day support; track and report participation.
- Develop and coordinate the distribution and retention of agendas, briefing materials, minutes and correspondence; solicit issues for discussion; work with the committee Chairs; attend meetings; and follow-up on issues arising from different Board and Committee meetings.
- Receive, review, and code expense reports and submit for approval.
- Maintain Director records such as biographies and photos, consent documents, contact information, website updates, attendance records.
- Prepare draft meeting materials: compile submissions from across the organization to aggregate report and assemble draft meeting packages for approval.
- Support planning and facilitating the annual on-boarding process for new board members.
- Under the direction of the Senior Manager, support planning for the OHA’s Annual General Meeting, including developing meeting agendas, materials and distributing documentation, in compliance with OHA Bylaw.

**Administration (50%)**:Reporting to the Lead Coordinator, you will be:

- Supporting OHA’s Administrative Services team while utilizing internal systems and established structures.
- Responding to various internal and external requests that flow through the centralized administrative general mailbox which include meeting support, invoice support, expense form support, phone / contact us inquiries, contract support, etc.
- Maintaining accurate corporate records (CRM Management), including, but not limited to: corporate contacts, member access requests, committee membership updates, web access roles etc.
- Preparing routine replies to incoming correspondence.
- Providing support to OHA’s member engagement events (i.e., Ordering catering, preparing registration lists, supporting virtual zoom/team meetings, distributing agendas and meeting materials, etc.).

Overall, the incumbent will be expected to work closely with the management teams across the organization and interface with members, stakeholders, vendors, and professional affiliates. In addition, you will be expected to support various initiatives, be proactive, identify and resolve issues.

**Why Join the Ontario Hospital Association (OHA)?**

Join us in serving Ontario’s hospitals to build a better health system. As a not-for-profit association, the OHA offers you a fulfilling role supporting our members through advocacy, knowledge translation and member engagement, labour relations, and data and analytics.

An inspiring and creative place to work, the OHA is your opportunity to change the healthcare system for the better, while having a lot of fun. You’ll also be welcomed into a supportive and inclusive environment built on our core values of:
**Humility** - we listen to and respect the view of others
**Discovery** - we explore new ideas and possibilities
**Passion** - we bring ene

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