Administrative Coordinator

**Job Description**:
As the Administrative Coordinator you will provide administrative support services to the Regional Director, Clinical Informatics & Applications, and the Regional Digital Health Leadership team. This role has responsibility for client facing interaction, report preparation, formatting documents for presentation to senior leaders, meeting support and coordination, project coordination, processing confidential correspondence, and building a positive work culture. This role actively collaborates with the other program Leaders and Assistants in supporting Regional and RVH programs.

**Education**
- Community College Diploma in a related discipline (Office
- Business Administration)
- Medical Terminology Certificate an asset.

**Experience**
- 2-4 years progressive administrative experience supporting senior leadership, preferably in a health care and/or technology environment

**Competencies**
- Demonstrated commitment to maintaining confidentiality
- Superior multi-tasking, analytical and critical thinking skills
- Strong organizational, prioritization and time management skills in a highly fast paced environment
- Excellent interpersonal and communication skills
- Demonstrated ability to quickly adapt and/or learn new system functionality with strong technical capabilities, including advanced working knowledge of the MS Office Suite
- Results oriented initiative-taker, adaptable to changes, with the ability to manage multiple, competing priorities
- Ability to work in a fast-paced environment
- Elevated level of professionalism, initiative and creativity
- A positive nature, can-do attitude and a collaborator
- Ability to work off-hours and/ or non-business hours during critical times

**Responsibilities**
- Developing and maintaining positive relationships with the Regional Digital Health team and our clients
- Drafting and proofing correspondence, presentations, and reports
- Review and process for payment incoming invoices and employee expense claims, etc.
- Facilitate the necessary documents for timely completion, approval and submission of various

Organizational, Regional, Ministerial and Provincial Agency/Institution reports
- Support the portfolio by preparing and distribution materials
- Assist and support with the portfolio recruitment activities by posting positions in the internal RMS system, scheduling interviews, and required orientation, working closely with leader, RVH Human Resources Recruiters and Consultants
- Lead user of the latest information technology systems related to admin support
- Support and co-ordinate the portfolio through any applicable changes and projects, (office moves, innovative technology, etc.)
- Comprehension of medical terminology an asset
- Coordinating and scheduling meetings: invitations, meeting room logistics and travel arrangements; taking a proactive approach to ensure meeting conflicts are resolved
- Preparation and distribution of meeting /committee agendas and documentation for meetings to allow for timely review of meeting materials. Attend meetings, minute taking and documenting action items and decisions and ensuring a timely follow up of action items.
- Prepare, review and proof documentation submitted for the Regional Digital Health leadership, VP, EVP, CFO and/or CEO signature
- Interacting with internal/external contacts with a high degree of professionalism
- Maintaining flexibility to respond to urgent requests and priorities in a highly fast paced environment
- Maintain appropriate budget files and records
- Coordination and management of events departmental and regional

At times, travel between hospital sites may be required. You must have access to reliable transportation and a valid driver’s license.