Reporting into the Operations Director of Emergency, Critical Care, & Trauma, the Administrative Coordinator will provide confidential administrative support services to the Intensive Care Program and Trauma Program operational accountabilities. The role has responsibility for client facing interaction, report preparation, file maintenance, formatting and creating complex documents for presentation up to a Regional and Provincial Committee level, meeting coordination, minute taking, hiring administrative processes, supporting various internal committees, and processing confidential correspondence from internal and external parties to members of the senior team. This role actively collaborates with the other Program Leaders, Physicians, and Assistants in supporting RVH programs, and is very closely connected to the Emergency Department leadership team and operations.
Education:
- Completion of a two-year community college diploma with a focus on Administrative Assistant work required
- Completion of a medical terminology course or comprehension of medical terminology an asset
Experience:
- Minimum of three years progressive administrative experience supporting a senior level manager/executive, preferably in a health care environment
- Experience in the management and coordination of senior managers/executive schedule
Excellent knowledge of Microsoft Office including preparation of materials in Excel, Word, PowerPoint and Outlook, Visio.
Responsibilities:
- Provide administrative support to the Manager of Intensive Care and the Operations and Medical Directors for ICU & Trauma
- Coordinating and monitoring Operations and Medical Directors’ internal/external emails and meetings on a priority basis, handling scheduling conflicts, meeting room logistics, and travel arrangements.
- Facilitating the necessary paperwork for timely completion, approval and submission of various Ministry accountabilities and reporting as well as other documents within the programs
- Review and proof all documentation submitted for Directors’ signature
- Preparation of e-requisitions, other payment requisition forms as required with accuracy
- Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items.
- Coordinate and/or assist with team building events or activities
- Maintaining flexibility to respond to urgent requests and priorities.
- Maintain appropriate files and records.
- Facilitate communications for the programs as required
- Lead the co-ordination of new hires to the Program as directed by the Manager or Director.
- Schedule interviews, complete necessary paperwork, and schedule required orientation.
- Support and co-ordinate the Program through any applicable moves, and change management projects.
- Interacting with internal/external contacts with a high degree of professionalism.
- Participating and assisting to coordinate injury prevention activities with the Trauma Program staff to include injury prevention programs and events such as P.A.R.T.Y. program and Stop the Bleed as well as public/community facing events.
- Complete ordering of supplies with high attention to detail as well as process billings and payments
- Collaborate with the Emergency Department administrative coordinator to provide support and coverage as required.
Competencies:
- Demonstrated commitment to maintaining strict confidentiality
- Superior multi-tasking, analytical and problem-solving skills
- Strong organizational, prioritization and time management skills with the ability to prioritize multiple, often conflicting demands.
- Adaptable to changes and able to work flexible hours in a fast-paced work environment
- High level of professionalism, initiative and creativity
- Must have a positive nature, can-do attitude and be a team player
- Skilled in the ability to take and transcribe meeting minutes, ensuring clear, concise, and timely documentation of key discussions and action items
- Proficient in performing office administrative tasks with a high degree of independence and sound judgment, ensuring efficient operations and adherence to organizational procedures.
- Excellent interpersonal and communication skills to effectively communicate with all staff at all levels
- Proven commitment to accuracy with strong attention to detail in all aspects of work.
- Demonstrated ability to prioritize tasks and perform effectively in a fast paced, high-demand environment.
- Demonstrated ability to work independently and collaboratively as part of a team.
- Demonstration of commitment to ongoing learning