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Administrative Coordinator

4 months ago

Vancouver, Canada Canuck Place Children's Hospice Full time

**Administrative Coordinator - Clinical**

**Location**:Vancouver Hospice Location & Hybrid (3x week at hospice and 2x week work from home)

**Reporting to**:Director, Clinical Program

**Job status**:Permanent 1.0 Full-time FTE (75 hours bi-weekly)

**Compensation**:$56,712 - $62,149
- We want our staff to “thrive” not just survive, so Canuck Place is committed to living our values of care exceeding not just minimum wage but living wage in B.C. This means that regardless of role our entry level salary is a minimum of $25.64 per hour equivalent to $50,000 full-time annually._

**YOUR ROLE**

**JOB SUMMARY**

The Administrative Coordinator plays a key role supporting multiple Clinical/Medical senior and program level leadership roles by coordinating calendars, supporting team/committee meetings, preparing and processing documents and information, coordinating the flow of information, developing/maintaining clinical administrative operating procedures, and supporting clinical team projects and processes. A high degree of professionalism, compassion and ability to act as a positive ambassador for the department and organization is crucial.

**RESPONSIBILITIES**
- Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
- Manages calendars and schedules meetings for multiple clinical and medical leadership roles
- Coordinates team and committee meetings: sets up virtual meetings, meeting rooms, video conference equipment. Key coordinator for virtual meetings. Supports development of meeting agendas, distributes meeting documents, takes meeting minutes and follows up on action items as directed.
- Supports clinical/medical leadership and program level projects and processes as directed.
- Supports development and/or documentation of Clinical administrative processes. Applies a continuous-improvement mindset: identifies opportunities to refine processes, makes process improvement recommendations to appropriate leadership. Develops and maintains a Clinical Program Administration Knowledge Base/Annual Plan.
- Supports internal communication: prepares and edits letters and reports; develops/edits digital forms, surveys, newsletters as needed; disseminates information and knowledge related to key programs and initiatives.
- Submits finance information/reports as needed.
- Liaises with central IT support to coordinate IT requirements and needs within the hospice
- Collaborates with administration team to provide back up and cross-coverage as needed
- Assumes other related responsibilities, as assigned.

**EDUCATION AND EXPERIENCE**
- A level of education, training and experience equivalent to a Diploma in Project Management, Administration or Bachelor’s degree in Health, Education, Communication and/or related discipline
- Three (3) to five (5) years’ experience or an equivalent combination of education, training and experience.
- Thinks analytically and conceptually; questions and challenges the status quo to identify issues, solve problems and design and implement effective processes across systems and stakeholders.
- Works well independently and as well as a member of a team with changing priorities.
- Creates an engaging environment where others have meaningful opportunities and the resources to fulfill their expected responsibilities.

**QUALIFICATIONS**

**What you bring to the role**:

- Excellent verbal and written communication skills
- Commitment to excellent customer service and family centered care in a fast-paced, diverse and emotionally sensitive environment
- Excellent critical-thinking and problem-solving skills.
- Adept at handling multiple priorities while maintaining attention to detail
- Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team.
- Ability to handle sensitive and confidential information; exercises high level of judgement, tact and discretion.
- Ability to communicate with internal and external partners in a manner that promotes positive and respectful relationships.
- Strong administration support skills, including business correspondence
- Technologically adept: well versed in MS Office (Outlook, Word, Excel, Teams etc.), comfortable using Adobe Acrobat Pro, Canva, etc.
- Familiarity with creating and editing online team workspace sites, such as Confluence, Sharepoint, etc.
- Detail oriented and maintains high level of organizations
- Calm, professional, pleasant demeanor particularly in the face of distractions, shifting priorities and stressful situations
- Experience in similar environment (health care, non-profit) is an asset

**You have**:

- High integrity; creativity; balance, good judgment and objectivity; high vision and conceptual capabilities; consultative, facilitate and collaborative; sense of humor.
- Excellent time management skills.
- Demonstrates flexibility that allows you to work with high energy, creative p