Administrative Coordinator

at  Royal Victoria Regional Health Centre

Job Description:
The Regional Administrative Coordinator reports to the Regional Manager, Clinical Informatics & Applications, Advanced Clinicals, Cardiac Diagnostics and MEDITECH Support Management. This role will provide support to Regional Digital Health (RDH) managers, support operational work for the RDH team and be a key contact to assist in operations, event and project coordination.
As the Administrative Coordinator you will assist with a wide range of administrative support, including managing and booking calendars, scheduling meetings, supporting regional councils, correspondence, agenda preparations, minute taking, maintenance of action/decision logs, report preparation and file maintenance. This role will also collaborate with vendors, and internal/external customers to arrange meetings and assist with downtime planning, project support and event planning.

Qualifications:

• Completion of a two-year Community College Diploma with a focus on Business Administration, preferable in healthcare or technology, required
• Medical Terminology Certificate/knowledge preferred
• Project Management experience required
• Two to four years of progressive administrative experience supporting leadership, preferably in a healthcare environment
• Advanced computer skills, including MS Office Suite ( Word, Excel, Outlook, PowerPoint, MS Teams, SharePoint)
• Experienced in supporting meetings, organizing dates and times with various attendees, room bookings, setting up AV technologies, agenda and material preparation, minute taking and distribution
• Event coordination experience preferred
• Demonstrated commitment to maintaining strict confidentiality and professionalism
• Keen attention to detail
• Superior multi-tasking, analytical and critical thinking skill

• Support internal and regional planned/unplanned downtime processes and incident management including coordination of communications, checklists and presentations. This will also include scribing unplanned downtime incidents, meetings, ensuring action items are documented and completed
• Organize meetings, work with attendees across the organization and regional partnership, schedule huddles and appointments for leadership and assist the RDH team with booking rooms, room set up, AV equipment, computer systems, communications, tools, and catering
• Prepare agendas, record and transcribe minutes, update activity/decision and action trackers, provide timely follow up on action items for meetings, multiple regional councils and committees
• Collaborate and coordinate with vendors, and internal/external customers on CARE4 projects
• Support the RDH Leadership and Clinical Informatics Team with project work and events
• Assist leaders by preparing correspondence, reports, memos and departmental documentation and communication
• Organize and support document management for the RDH team on SharePoint
• Assist leaders with recruitment activities by posting positions in the internal RMS system, scheduling interviews and required orientation, working closing with leaders and the Human Resources & Workforce Experience recruitment team.
• Respond to customer service requests in a timely manner
• Receive and direct all incoming and outgoing mail and courier packagesCoordinate, maintain and update on-call pager duty for the clinical division, including the RDH SharePoint calendar and Pager Duty Software

Qualifications:

• Completion of a two-year Community College Diploma with a focus on Business Administration, preferable in healthcare or technology, required
• Medical Terminology Certificate/knowledge preferred
• Project Management experience required
• Two to four years of progressive administrative experience supporting leadership, preferably in a healthcare environment
• Advanced computer skills, including MS Office Suite ( Word, Excel, Outlook, PowerPoint, MS Teams, SharePoint)
• Experienced in supporting meetings, organizing dates and times with various attendees, room bookings, setting up AV technologies, agenda and material preparation, minute taking and distribution
• Event coordination experience preferred
• Demonstrated commitment to maintaining strict confidentiality and professionalism
• Keen attention to detail
• Superior multi-tasking, analytical and critical thinking skills

You will be a great fit for this position if you have:

• A positive nature, can-do attitude and are a team player
• Commitment to customer service skills
• Experienced in coordinating and supporting meetings, and committees including preparation and distribution of agendas, taking and transcribing minutes and timely follow-up on action items
• Proven organizational and time management skills
• Ability to communicate effectively using both oral and written format; professionally worked with a variety of management levels and vendors
• Adaptable to changes, work flexible hours and be able to effectively prioritize in a fast-paced work environment
• Able to work independently and collaboratively as part of a team and build strong working relationships
• Competent with computer desktops, peripheral equipment and associated technologies; excel with AV equipment and troubleshooting issues, ability to assist users with technologies
• Demonstrated commitment to maintaining confidentiality
• High-level of professionalism, initiative, and creativity