Executive Administrative Coordinator
4 weeks ago
POSITION SUMMARY
Under the general oversight of the Director/Regional Manager/Manager, the Executive Administrative Coordinator is dedicated to the vision, mission, values, and strategic goals of Prairie Mountain Health, operating within the designated facility or program. This role encompasses a range of responsibilities, including decision-making, supervision, and management of a work unit, while executing diverse administrative tasks that may involve staff oversight. The Executive Administrative Coordinator collaborates with an interdisciplinary team within the program(s) portfolio and regional team structure, functioning in a confidential capacity concerning labor relations matters.
RESPONSIBILITIES:
Administrative Support
- Organizes the schedule for the Director/Regional Manager/Manager; coordinates travel arrangements; manages emails, redirecting or responding as necessary.
- Attends meetings, records minutes, and follows up as required.
- Maintains employee personnel records; serves as a point of contact for employee inquiries; prepares offer letters; completes necessary documentation for benefit plans and leave of absences; ensures proper authorization for absences or schedule modifications and records electronically or forwards documentation to scheduling.
- Develops and sustains a central filing system for the Director/Regional Manager/Manager, including managing records retention in accordance with regional policies.
Reception Duties
- Directly responds to, redirects, or escalates telephone and in-person inquiries/complaints from programs, departments, community groups, agencies, and citizens.
- Responds tactfully, screens, and refers inquiries appropriately.
Staff Supervision and Management
- Orients, trains, and mentors staff.
- Provides guidance to staff as needed.
- Fosters a positive work environment by supporting an empowered decision-making model.
- Demonstrates effective communication principles and interacts respectfully with all staff, both individually and in groups, to promote efficient and effective operations.
- Acts as a resource for staff regarding software applications within the program.
- Contributes to change initiatives through effective role modeling, support, and delegation.
- Assists in ensuring compliance with Prairie Mountain Health policies, professional standards, ethical practices, and other relevant regulations or standards.
Complaint Management
- Evaluates complaints and determines suitable resolutions.
- Follows up and provides appropriate communication.
- Monitors and analyzes data trends.
Schedule Management
- Develops master schedules.
- Addresses issues related to vacant shifts and positions.
- Leads vacation planning, including conducting meetings with staff.
Analytical Review
- Develops business cases and strategic analyses, including research, analysis, and recommendations.
- Monitors, analyzes, and reports trends in concerns and complaints.
- Assists with the planning, implementation, and evaluation of new programs.
Conflict Resolution
- Resolves complex issues within established policies and procedures and areas of expertise.
Financial Management
- Prepares budget documentation.
- Monitors financial accounts and monthly financial reports.
- Processes financial transactions.
- Assists in leading variance analysis and forecasting processes for the program and submits required reports to the Finance department.
- Prepares documentation for capital acquisition processes, including product and pricing research, in consultation with Material Management as needed.
- Approves expenditures within delegated authority and may involve vendor interactions.
- Ensures timely completion and distribution of monthly statistical and management reports.
Human Resources Management
- In collaboration with Human Resources, interprets the Collective Agreement, including relevant agreements.
- Participates in staff recruitment efforts and processes.
- Engages in performance management, attendance management, and ability assistance.
Additional Responsibilities
- Contributes to a healthy work environment through wellness initiatives and presentations.
- Participates as a member of the healthcare team.
- Adheres to established policies and procedures.
- Conducts activities in a self-directed, responsible manner, reflecting legal, ethical, and practice standards.
- Completes special projects as assigned by the respective Director/Manager.
- Performs other duties as assigned.
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