Administrative Coordinator

**Summary**:
A key player of the administrative team providing day-to-day operational, organizational, and office administration support in an effort to ensure operational effectiveness, efficiency, and safety. The Administrative Coordinator (AC) is responsible for supporting internal and external office/clinic communications, polices, streamlining administrative procedures, and participating in overall organizational operations and development strategy.

A self-starter who demonstrates a strong ability to organize and prioritize tasks. Energetic, efficient and someone who collaboraetes openly in a solution focused manner to improve quality, productivity and efficiency while maintaining the quality, essence and culture of OSG. The Administrative Coordinator is experienced in a fast-paced clinic environment, capable of handling a wide range of administrative support duties and is accountable to their responsibilities when working independently. Being well organized, flexible, efficient, forward-thinking and planning, and taking pride in the administrative needs that support a clinic of diverse people contributes to the overall success of the Administrative Coordinator.

**Job Type**: Full-time, Permanent (35 hours weekly)

**Pay**: $22.00 - $27.00 hourly

Role Responsibilities (which include, but are not limited to):

- Administrative support and collaboration with the Director/CEO and Clinical Leadership Team (CLT) on daily operations and needs of the organization
- Participate in program/organization development initiatives and team meetings; scheduling meetings, preparing agenda and minutes
- Provide oversight to and participates in Joint Health and Safety initiatives; ensure health and safety processes are reviewed, monitored monthly, and updated annually
- Provide oversight and coordinates maintenance and contractor needs, mailing, shipping, purchase orders, supplies, equipment, and errands
- Provide direct support to therapy teams as needed
- Prepare client and staff documentation; client program binders, baseline binders, policy, staff training manuals and other materials as requested
- Participate in and monitor staff recruitment needs. Assist with staff onboarding and offboarding; prepare, execute and maintain efficient storage/filingto include new hire documents/files; ensures all staff files are complete on an ongoing basis and required documents/certifications are up to date
- Identifies, schedules and/or coordinates team building events on a quarterly basis in collaboration with the Social Events coordinator
- Provide quality and supportive feedback to staff and clients, assists in the maintenance of a safe, positive and team-based working environment
- Prepare weekly and monthly check ins/reports for office administrative duties (e.g., session logs, H&S, daily walk around checks, maintenance, parent surveys/check-ins, CMEY reporting)
- Manages office, client and staff communications professionally and efficiently
- Seeks creative ways to improve efficiencies and processes with the organization
- Coordinates and organizes needs and tracking of office equipment re: IT support, computers, electronics,
- Demonstrate behaviours aligned with OSG’s policies and procedures
- Maintain the confidentiality and security of all client-related and OSG’s information
- Remain updated in professional and technical knowledge; participate in networks with fellow colleagues, Professional Development Training, Conferences, and Workshops related to personal and professional development
- Other tasks that may be identified or recommended

Skills/Qualifications Requirements:

- Fluent ability to work in Microsoft Word, Outlook, Excel and Power Point, QuickBooks, Google and Practice Management Software systems
- Proven experience as an Office Manager or similar executive role; minimum of 2 years
- A community college diploma or a university degree in a related field (e.g., BSc/BA in Business or related field, Dip. In Accounting, Human Resources, Administration, Business/Operations, Health Care Administration, Social Services)
- Knowledge of accounting, data, and administrative management practices and procedures
- Knowledge of clerical practices and procedures
- Knowledge of Human Resources management practices and procedures (recommended but not required)
- Knowledge of business and organization behaviour management principles (recommended but not required)
- Experience in planning and budgeting
- Knowledge of business process and functions (finance, HR, operations, administration)
- Must have a valid Ontario Driver’s License
- Must be legally able to work in Canada

**Character, and Key Skills/Qualities**:

- Strong analytic and problem-solving skills
- Communicate professionally and responsibly both verbally and written
- Flexible and creative; adapts to ever-changing needs
- Strong time management, decision making, planning, accountability and work ethic
- Models’ behaviour that is aligned with the values o