Administrative Coordinator, Finance

3 weeks ago

Toronto, Canada Sinai Health Full time

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

In support of this vision and strategy, Sinai Health is seeking an experienced administrative professional, with the skills and abilities to assume the exciting role of Administrative Coordinator to the Vice President, Finance and Chief Financial Officer (VP/CFO).

The Administrative Coordinator is responsible for providing advanced administrative support to the VP/CFO and serves as the first point of contact for a busy, high profile department where knowledgeable customer service and professionalism are of prime importance. The Administrative Coordinator is responsible managing the day-to-day operations of the office of the VP/CFO with confidence and efficiency and working closely with Finance leadership to skillfully coordinate all administrative aspects related to the delivery of core programs and services.

**Responsibilities**:

- Understands and anticipates VP/CFO’s priorities and needs and provides highly-skilled administrative coordination
- Prepares and provides, in advance, documents and files required by the VP/CFO for meetings, conferences, calls, etc.
- Ensures the efficient day-to-day functioning of the office and exercises superior judgment in prioritizing and triaging tasks and in proactively organizing and leveraging the VP/CFO’s time.
- Maintains complex schedules, ensuring conflicts are identified and managed, demonstrating sound judgment and knowledge of portfolio issues and priorities.
- Reviews and manages incoming correspondence with discretion and tact.
- Attentively manages and maintains confidential financial, planning, Board Committee, and senior executive information and requests.
- Supports the VP/CFO with the management and coordination of all portfolio governance-related matters, including providing support for various Board Committees and Subcommittees.
- Efficiently schedules meetings, books space, tracks items for agendas, prepares agendas, coordinates material for distribution and records minutes for meetings, including committees and task forces for the VP/CFO and members of the portfolio.
- Serves as a primary liaison with internal and external stakeholders, which include members of Senior Management, Board Committee Members, ministries, managers in other health care organizations, etc.
- With direction, prepares presentations, correspondence, letters, reports and speaking materials on behalf of the VP/CFO ensuring accuracy and appropriateness.
- Coordinates the creation, implementation, standardization, and refinement of applicable administrative processes.
- Assists the VP/CFO in processing timekeeping ; assists with budget process as appropriate.
- Promotes a collaborative work environment and supports colleagues as needed to ensure optimal Administrative Coordinator team functioning; provides coverage for team members as needed.
- Performs other position related duties as required.
- Job Requirements- Undergraduate degree in a relevant discipline e.g. Business Administration from a recognized educational institution.
- A minimum of 5 years of previous experience in an administrative role supporting senior executives (C-level); preferably in a healthcare setting.
- Proficiency supporting Board Committee work, including but not limited to, scheduling, preparation of minutes, meeting materials, work plans, and coordinating follow-up deliverables.
- Proven equivalent and recent related education, training and experience will be considered.
- Advanced computer skills including Microsoft Outlook, Word, Excel, PowerPoint, and Visio, ; Adobe Software
- Proven ability to make decisions, exercise good judgement, and take initiative.
- Sets priorities and drives deliverables to execution with mínimal supervision; anticipates and proactively responds to requirements based on prior experience.
- Excellent interpersonal and communication skills; professional, diplomatic and confident with a proven ability to work with colleagues across all levels of the organization and external stakeholders.
- A high level of accountability and proven capability to work with highly sensitive and confidential information.
- Excellent organization and problem-solving skills with the ability to prioritize competing demands.
- Superior attention to detail with proficiency in developing and editing written communications; document management skills.
- Excellent organizational and time management skills with the proven ability to work in a complex, fast-paced and variab

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