Operations Coordinator

3 weeks ago

Toronto, Canada Proximity Institute Full time

**About Proximity**

Proximity Institute is an independent charitable organization dedicated to leadership development and change leadership at the most senior level in Ontario hospitals. We seek to understand the contextual realities facing Ontario hospitals and work in partnership with CEOs and their leadership teams on the priorities that matter most. Our long-term ambition is to work collaboratively with hospitals to identify, develop and ready a quality pipeline of emerging CEO talent.

Proximity was founded by the Ontario Hospital Association (OHA).

**About the Role**

The **Operations Coordinator** is a new and integral role within the small, high-performing proximity team. Reporting directly to the Operations Officer and working closely with the Business Operations Manager, the primary role of the Coordinator will be to contribute to operational excellence by supporting both governance and operational activities. The **Coordinator** will also provide administrative support to senior management.

The key roles and accountabilities are:
**Operations Excellence - Administrative Support (80%)**

Governance Support
- Board and Committee meetings
- Maintain the annual schedule of governance meetings (board, board committee, AGM)
- Support preparation for these quarterly meetings working closely with Proximity leadership.
- Support, co-ordinate all aspects of both virtual and in-person Board meetings working alongside Proximity’s governance professional.
- Board Information
- Maintain Board information such as: Board of Director contacts, Board Appointment Terms, Board Committee composition, Board meeting attendance, track corporate resolutions, and the distribution and collection of signed annual board and committee forms.
- Maintain Board portal.

Operational Support
- Operational Systems and Processes
- Monitor day-to-day operational systems and processes and trouble-shoot as required.
- Maintain organized electronic filing systems ensuring business and operational reports, forms, and other business documentation are up-to-date, readily available, and easily accessible, ensuring that all company policies and government guidelines are respected throughout the workflow process.
- Support Human Resources administration.
- Finance and Budget
- Track budget information and prepare accurate reports on a regular basis for Management and Board, including quarterly financial reports working closely with the Operations Officer.
- Process cheque requisitions, invoices and expense claim forms.
- Contract Management
- Maintain contract management system.
- Support implementation of the organization management services agreement which includes payroll and pension administration, finance, and accounting, IT, and facilities.
- Team
- Support Proximity social responsibility activities
- Organize Proximity team engagement including team meetings, learning events and celebrations, appreciation, recognition, and wellness activities.
- Support Human Resources administrative activity working with Proximity leadership and Proximity’s external HR professional.
- Maintain contact lists with emergency call chains.
- Manage office supplies and maintenance of office equipment.
- Participate in various projects and initiatives, as required.

**Administrative Support for Senior Management (20%)**
- Provide administrative support directly for the Operations Officer, Vice President(s), Leadership Development and President and CEO.
- Schedule / calendar management
- Travel and accommodations
- Meeting support

**About You**
- An energetic, passionate problem-solver. Self-described as a curious, quick thinker who thrives in a fast-paced work environment and enjoys camaraderie and teamwork.
- Has a robust track record of demonstrated excellence and performance in general administration and operations.
- Familiarity and ease with the language of finance and accounting and experience working with budgets is requisite.
- An exceptional team player with the right attitude of pitching in, solving problems, learning, multi-tasking and having fun as part of a wonderful team.
- The right person is unfazed when priorities or projects shift, or when deadlines are tight.
- An undergraduate degree or diploma in an administrative, business-related discipline is required, combined with a track record of work experience.
- Comfort with technology and ease working with computer and database / CRM including, experience with the full Microsoft Office Suite (Teams, Word, Excel, PowerPoint, and Access) and willingness to learn new systems.

**About our Team**

Our small entrepreneurial team has diverse expertise in leadership development, change leadership, learning design and strategic analysis, and we take shared accountability in understanding each other’s inherent strengths, goals, and potential.

At Proximity, we are explicit about shaping a culture that reflects the leadership priorities we aim to impact. Our culture of learning and improvement

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