Planning & Access Coordinator

Position Summary The Planning & Access Coordinator is a shared coordinator role, responsible for supporting the daily operating needs related to building access and control systems, space planning and enterprise-wide document management at Orillia Soldiers’ Memorial Hospital (OSMH). This role serves as a key liaison between departments and team members, ensuring integrated coordination and resolution of document management and access-related issues. Key Responsibilities Security & Access Controls Provide front-line customer service to team members regarding building and service access, activating identification badges, distributing keys, and access control systems. Process requests for parking permits, access cards, ID badges, and keys in a timely and accurate manner. Troubleshoot and resolve parking access issues, including malfunctioning cards, gate access, and general inquiries. Maintain and update access control databases and systems to ensure accurate permissions and security protocols. Liaise with departments to support access control operations and resolve cross-functional issues. Monitor and replenish supplies related to access control (e.g., ID badge stock, key inventory). Track and report on access control activity, including lost/stolen cards, expired permits, and system usage. Sort and forward department correspondence as required. Monitor access control devices and report issues promptly. Perform door and parking access audits as required Maintain code white testing and inventory log System Administration and Configuration Administer, configure, and maintain departmentally owned applications including parking access, door controls, security access, OMNI, etc. Monitor control system performance, availability, and liaise with management and vendors to resolve system issues Coordinate regular system updates Optimize the use of system features and coordinate the workflow processes updates related to these changes Manage system access and permissions Maintain documentation related to configurations, processes, and system architecture. Planning Support the development and implementation of planning processes to align with organizational needs and service delivery requirements. Support the preparation of documentation for proposals, including scope, workplans, options analysis, and cost considerations. Maintain and update space allocation documentation, including room inventories and space databases. Coordinate departmental moves and relocations in collaboration with other supporting departments including facilities and IT. Track departmental requests and maintain logs and planning dashboards. Perform other duties as assigned by the Manager or Director. Qualifications Education: Recognized degree/diploma in Business Administration or related field required. Experience: Minimum of two (2) years’ experience in related field is required. Minimum of two (2) years of analyzing, improving and automating manual process is preferred. Advanced computer skills in word processing, spreadsheet and database software is required. Previous experience in security access controls is an asset. Competencies: Demonstrates strong mathematical skills, accuracy, and sound judgment in high-volume or detailed work environments. Communicates effectively with a customer-service focus and builds positive relationships at all organizational levels. Prioritizes tasks, manages time effectively, and meets deadlines in fast-paced settings. Ensures accuracy in data entry, documentation, and filing, with proficiency in both electronic and paper systems. Skilled in using various software platforms, office equipment, and digital tools; meets minimum keyboarding requirement of 40 wpm. Works efficiently both independently and collaboratively, demonstrating initiative, reliability, and strong work ethic. Maintains a positive attitude and adapts effectively to shifting priorities and responsibilities. Handles sensitive information with discretion and demonstrates a strong commitment to professional conduct and ongoing learning. Ability to meet the physical demands of the position  Demonstrates proficiency in written and verbal communications skills.  Demonstrated commitment to customer service and teamwork. Excellent communication, interpersonal, and organizational skills.  Ability to prioritize workloads and manage stressful work environments.  Demonstrated ability to work independently and willingness to be flexible to meet department needs.  Demonstrated commitment to, and understanding of the principles of equity, diversity and inclusion.  Demonstrated appreciation and respect for protocol, professionalism and confidentiality.  Models’ behaviour that is aligned with the values of OSMH.  Other: Demonstrates a commitment to ongoing professional and personal development through participation in continuing education and self-directed learning opportunities Our Employees Enjoy • a professional practice environment • a collaborative atmosphere with emphasis on teamwork • wellness initiatives • continuing education grants • employee recognition and assistance programs • a competitive salary and benefits package • equal opportunities for growth and development Employment Equity OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace. Accommodation in the Workplace Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially. Health & Safety Responsibilities OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement. All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act. Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands. As a condition of employment, new employees are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation. Closing Statement