Administrative Coordinator Clinical Support
4 weeks ago
The Administrative Coordinator plays a pivotal role in supporting multiple Clinical/Medical senior and program level leadership roles by coordinating calendars, facilitating 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, videoconference 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 effective and efficient management of information and data using available tools/applications (Confluence, Teams, or similar).
- 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.
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.
What You Bring to the RoleExcellent 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 organization. Calm, professional, pleasant demeanor particularly in the face of distractions, shifting priorities, and stressful situations. Experience in similar environment (healthcare, non-profit) is an asset.
What We OfferHigh integrity; creativity; balance, good judgment, and objectivity; high vision and conceptual capabilities; consultative, facilitative, and collaborative; sense of humor. Excellent time management skills. Demonstrates flexibility that allows you to work with high-energy, creative people. Able to thrive and effectively manage priorities in a changing, ambiguous environment.
AccommodationsWe understand that the recruitment process is not a one-size-fits-all. Our inclusion values and flexibility extend to your hiring experience. Canuck Place is committed to providing inclusive access and accommodations throughout the application and selection process. We are continuously working to improve our systems, policies, and practices to ensure our employees, in all their diversity, can succeed. Should you require accessibility accommodations through the recruitment process, please contact our People & Culture team at recruitment@canuckplace.org and we will work with you to meet your needs.
Canuck Place Children's Hospice hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, persons with disabilities, people of all sexual orientations, genders, and gender identities, members of the 2SLGBTQIA+ community.
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