Office Coordinator

**Job Posting**:January 2025

**Job Title**:Office Coordinator

**Hourly Rate (Range)**:$29.23/hr-$35.89/hr

**Working**:Onsite

**Role**:Permanent-Full Time Contract

**Background and Job Description**

The Office Coordinator is responsible for ensuring the smooth operation of the Regional Geriatric Program (RGP) of Toronto office and administrative functions. The Office Coordinator will provide administrative support to the Executive Director and Director of Operations and provide operational support to the RGP team. The primary function of this role includes managing a complex calendar, supporting financial processes, responding to correspondence, organizing events, supporting Board and project meetings and liaising with multiple stakeholders, including senior leaders.

This role requires a self-directed, highly motivated team player with experience at a senior level, preferentially in the healthcare sector. The successful incumbent must be able to effectively manage multiple priorities, possess superior planning and organization skills, and be able to work effectively within timelines. The person must also be diplomatic, have excellent verbal and written communication skills and be able to provide exceptional customer service to a variety of internal and external stakeholders. The individual should have a passion and understanding of ageing to support RGP’s response to the needs of the older adult community.

**Responsibilities**

**Executive Director (ED) and Director of Operations Support**
- Effectively manage executive's complex calendar, ensuring items are posted correctly to calendar and assessing for matters of urgency in a self-directed manner
- Work with ED and Director of Operations to plan for upcoming meetings and deadlines
- Develop, organize, and maintain organized electronic and paper information filing/retrieval methods
- Support creation of presentations, reports, agendas and other documents as needed

**Financial support**
- Provide support for financial management for multiple cost centres, including processing invoices, reconciling accounts monthly, and flagging issues and/or discrepancies as they arise
- Responsible for processes related to physician sessional billings, including management of database, processing invoices, generating reports for site leads, physicians and Ministry of Health

**Board Support**
- Provide logístical support for Board of Directors and Board Executive meetings, such as preparing meeting agendas and other relevant documentation

**General office support**
- Responsible for coordinating general meeting and event logistics, including venue bookings, catering and speakers
- Oversee day-to-day office operations, including ordering office supplies and equipment
- Coordinate with vendors and service providers for office maintenance, repairs, and other related tasks
- Coordinate and distribute internal communications, announcements, and updates
- Liaise with network members, and serve as a vital link between the RGP team and RGP network hospitals’ senior leadership, management and clinical teams
- Manage timesheet entries and corrections
- Support HR functions, such as maintaining employee records, onboarding new hires, and organizing employee engagement initiatives
- Review incoming communications, identify appropriate action required, direct as appropriate, and monitor issues for appropriate follow-up
- Provide clerical support for the Central Referral Office for Specialized Geriatric Services
- Post materials to website
- Other duties as assigned within the department

**Qualifications/Skills**
- Undergraduate degree (Business administration, healthcare administration or related field preferred)
- A minimum of 3-5 years of experience providing senior executive administrative assistant role
- Demonstrated excellence in customer service and experience interacting effectively with a wide range of professional staff
- Advanced proficiency with Microsoft Office Suite including Word, Outlook, Excel, PowerPoint, Adobe Acrobat and other software including video conferencing and Survey Monkey
- Strong communication and interpersonal skills with demonstrated experience handling sensitive issues and confidential information
- Familiarity with basic bookkeeping principles and experience with accounting software is desirable
- Superior time management, organizational skills, accuracy and attention to detail
- Demonstrated independence and comfort in taking initiative on resolving issues within scope of responsibility
- Experience working in a health care or university/academic environment required
- Proven abilities in preparing, designing and distributing internal/external correspondence, including: reports, presentations, proposals, letters, memos, minutes of meetings as well as other communication
- Ability to work independently and as part of a team, demonstrating a proactive and collaborative approach
- Problem solving and judgement capabilities

**How to Apply**:
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