Administrative Coordinator - Community Partnerships and Cancer and Palliative Program Performance

This is a Temporary Full Time position for up to 2 Years

The Administrative Coordinator is an integral member of the Community Partnerships and Cancer and Palliative Program Performance portfolio, supporting the Senior Director and associated team members. The coordinator will assist with day-to-day portfolio activities and special projects and help achieve overall effectiveness by monitoring timelines and deliverables to assigned tasks. The coordinator is the first point of contact for the portfolio, inspiring trust and confidence of all stakeholders. The coordinator understands and anticipates priorities and provides advanced and highly skilled administrative coordination in alignment with the portfolio needs. This role will work closely with clinical care teams and members of the management team at Mount Sinai Hospital and Hennick Bridgepoint Health sites as well as leaders in other community organizations. To be successful in this role, the successful candidate will have superior organizational, communication, time management and interpersonal skills.

Reporting to the Senior Director, Cancer and Palliative Program Planning and Performance, the Administrative Coordinator will:

Provide administrative coordination and support to the Senior Program Director and the associated team

In This Role You Will

• Manages scheduling and coordination of wide range of meetings for Senior Director and other team members, including virtual, phone, and in-person meetings formats, booking meeting space and any required equipment
• Manages calendar for Senior Director, include internal and external meetings
• Maintains effective working relationships with all stakeholders and others interacting with the portfolio
• Prepares meeting agendas with direction; Organizing materials and presentations for meetings
• Manages set up for meetings as required, including audio visual requirements; Meeting minute taking
• Prepares meeting materials, drafting communications
• Organizes and maintains a system for and maintaining of documents and communications
• Reviews incoming correspondence with discretion, attention to detail and tact to determine urgency, accuracy and need for follow up; takes action on routine matters
• Tracks reporting deadlines and supports completion of reports, maintains records of external report submissions
• Completing other internal interdepartmental forms/ requests, including related to human resources, communication and finance
• Dayforce timekeeper for team
• Completes invoicing, approvals, tracking expenditures and maintaining records for project budgets
• Ordering of office supplies and other needed equipment for team members
• Coordinates travel and expense processing; prepares related materials
• Covers for other administrative colleagues as required
  
  

Support special projects

• Provides support to the clinic team around use of the patient symptom screening / experience feedback systems in oncology clinic; onboarding of volunteers, monitoring of screening rate and implementation of agreed upon improvement activities
• Assists team with the preparation of project communication plans and presentations
• Assists team with the development and preparation patient education materials and other specialized documents related to the program
• Maintains the supply of printed materials and monitors associated budget, coordinates ordering from external sources
• Assist with planning and provide coordination for special events hosted by the portfolio that include communications with external guests, organizing catering, special meeting room set up and meeting materials.
• Preparation of surveys and evaluation forms for special activities
• Summarizing survey results information and preparing reports of the information
• Supports additional projects and duties as required
  
  

Job Requirements

Mandatory

• Successful completion of a undergraduate degree or diploma training program in a relevant discipline e.g. Business Administration from an accredited educational institution
• 3- 5 years' of previous experience in a senior administrative role in a healthcare setting
• Advanced computer skills including Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Software
  
  

Skills and Knowledge

• Basic statistical analysis skill
• Excellent interpersonal and oral/written communication skills
• Superior attention to detail with proficiency in developing and editing written communications; excellent technical writing and documentation management skills
• Excellent organizational and time management skills with the proven ability to manage competing demands
• Results oriented and able to meet competing deadlines
• Professional, diplomatic and confident with a proven ability to work with individuals across all levels of the organization and with external stakeholders
• Possesses a high level of accountability and proven capability to work with highly sensitive and confidential information
• Flexible with the ability to work efficiently in a multitasking and dynamic environment with frequent new tasks
• Experience coordinating medium sized stakeholder engagement events
• Experience in creating and administering basic stakeholder feedback surveys
• Demonstrated excellent work performance and attendance history
• Flexibility with respect to working hours
  
  

If this sounds like you and you feel ready to build your career within health care administration apply now and let us know why you’d be a great addition to our team.