Executive Administrative Coordinator

4 weeks ago

Virden, Canada Prairie Mountain Health Full time

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 objectives of Prairie Mountain Health, operating within the designated facility/program. This role encompasses a broad range of administrative responsibilities, including decision-making, supervision, and management of a work unit, while engaging in both routine and complex tasks. The Executive Administrative Coordinator collaborates with an interdisciplinary team within the program(s) portfolio and regional team structure, functioning in a confidential capacity regarding labor relations matters.

RESPONSIBILITIES:

Administrative Support

  • Manages the schedule of the Director/Regional Manager/Manager, coordinating travel arrangements and monitoring emails, redirecting or responding as necessary.
  • Attends meetings, records minutes, and follows up on action items as required.
  • Maintains employee personnel files, serves as a point of contact for employee inquiries, prepares offer letters, and completes necessary documentation for benefit plans and leave of absences.
  • Develops and maintains a centralized filing system for the Director/Regional Manager/Manager, ensuring compliance with records retention policies.

Reception Duties

  • Handles telephone and personal inquiries/complaints from various stakeholders, including programs, departments, community groups, and citizens, responding tactfully and appropriately.

Staff Supervision and Management

  • Orients, trains, and mentors staff members.
  • Provides guidance and direction to staff as needed.
  • Fosters a positive work environment by promoting an empowered decision-making model.
  • Communicates effectively with all staff to enhance operational efficiency.
  • Acts as a resource for staff regarding software applications relevant to the program.
  • Supports change initiatives through effective role modeling and delegation.
  • Ensures adherence to Prairie Mountain Health policies, professional standards, and ethical practices.

Complaint Management

  • Evaluates complaints and determines suitable resolutions.
  • Provides follow-up communication and monitors trends in data.

Schedule Coordination

  • Develops master schedules and addresses issues related to vacant shifts.
  • Leads vacation planning efforts, including staff meetings.

Analytical Review

  • Prepares business cases and reports, including research and analysis, providing actionable recommendations.
  • Monitors and reports on trends in concerns and complaints.
  • Assists in the planning, implementation, and evaluation of new initiatives.

Conflict Resolution

  • Addresses complex issues in accordance with established policies and procedures.

Financial Management

  • Prepares budget documentation and monitors financial accounts.
  • Processes financial transactions and assists with variance analysis and forecasting.
  • Prepares documentation for capital acquisition processes and approves expenditures within delegated authority.
  • Ensures timely completion and distribution of statistical and management reports.

Human Resources Management

  • Collaborates with Human Resources to interpret collective agreements.
  • Participates in recruitment and performance management processes.

Additional Responsibilities

  • Contributes to a healthy workplace through wellness initiatives.
  • Engages as a member of the healthcare team.
  • Adheres to established policies and procedures while completing assigned projects.
  • Performs other duties as assigned.

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