Administrative Coordinator

**JOB POSTING**

**POSITION: Administrative Coordinator**

**REPORTING TO: Chief Executive Officer**

**TERM: Full-Time Permanent**

North York Family Health Team (NYFHT) provides accessible, person-focused, and family-centered primary health care through an interdisciplinary team committed to transforming health knowledge into best practices. We are committed to maintaining a culture of mutual respect, accountability, confidentiality, and collaboration. Working alongside the Department of Family & Community Medicine at North York General Hospital and the University of Toronto, we provide integrated, team-based primary care to over 90,000 individuals, and as a member of the North York Toronto Health Partners (NYTHP Ontario Health Team), are committed to improving the health and wellness of our community.

Reporting to the Chief Executive Officer, or their designate, this role will support the executive leadership team, manage the day-to-day operations of the central office, and provide administrative support in the development and delivery of the organization’s programs and services.

**RESPONSIBILITIES**
- For the executive leadership team: coordinate and support meetings, gather information, maintain records, and recommend and implement operational changes to improve productivity of the team and the office.
- Manage the day-to-day operations of the central offices, including but not limited to, ordering supplies and equipment, connecting with vendors for support and deliveries, providing on-site presence as required, and being a point of contact for other administrative team members.
- Establish and maintain complete and up-to-date executive office files and records.
- Serve as a point of contact with, and proactively meet the needs of, external stakeholders, members of the Board and its committees, and the broader NYFHT team.
- Act as a point of contact for the administrative team.
- Update and maintain NYFHT website and social media accounts.
- Continually review and recommend ways to streamline administrative processes, practices, and structures in order to ensure fiscal savings and improve efficiencies.
- Participate on internal committees as needed.
- Organize the orientation of new employees.
- Maintain the organization’s policies including the Employee Manual.
- Perform other related duties as assigned by the CEO.

Support to Board of Directors
- Provide administrative support to the Board of Directors and Committees of the Board.
- Ensure the accurate maintenance of Board reference materials including meeting minutes, Board policies and agreements.
- Organize the logistics for Board meetings including preparation and distribution of agendas, packages, and meeting minutes.
- Plan the Annual General Meeting, including membership renewal, creation of AGM packages and meeting logistics.
- Work in collaboration with the CEO, Chair, Vice-Chair and Committee Chairs to ensure functions of the Board are appropriately met.

Support Committees
- Provide administrative support for designated committees
- Coordinate meetings including preparing and distributing agendas, minutes, and meeting materials.
- Organize and participate in regular meetings with Chair(s).
- Update and distribute communication documents such as websites, newsletters, and webinars.
- Monitor communications related to committee activity
- Liaise with internal and external stakeholders to share updates on committee activities and make connections as appropriate

**QUALIFICATIONS AND EXPERIENCE**
- At least five years work experience as an Office Administer, Executive Assistant or similar.
- Post-secondary diploma or degree in office administration or related field.
- Work with confidential information
- Demonstrated commitment to the mission, vision and guiding principles of NYFHT.
- Asset: Certified in Joint Health & Safety Committee

**SKILLS**
- Excellent interpersonal skills
- Strong communication skills, both written and verbal, and experience with business writing and taking meeting minutes
- Able to act proactively on administrative tasks through having a good understanding of processes and expected outcomes.
- Able to critically think through issues and matters, including those of a confidential matter.
- Able to handle a variety of concurrent assignments and prioritize urgency of tasks.
- Able to work in a highly organized manner with attention to detail,
- Work in a self-directed manner, seeking support when required
- Commitment to a professional work ethic, working cooperatively and collaboratively with internal and external stakeholders, patients/clients, and volunteers while demonstrating a strong customer/client orientation.
- Able to work calmly under pressure and meet deadlines while being flexible and adaptive to changing priorities.

North York Family Health Team is a participating employer of the Healthcare of Ontario Pension Plan (HOOPP). We also offer an attractive extended health and benefits package, and a reward