Regional Administrative Coordinator

Job Summary & Requirements

Job Summary & Requirements

As the Regional Administrative Coordinator, you will play a pivotal role in providing administrative support directly to the Infrastructure & Security and Operations portfolios within the Regional Digital Health team. Your contributions will ensure seamless coordination and effective communication across these critical areas.

This role has responsibility for client facing interaction, report preparation, formatting documents for presentation to senior leaders, meeting coordination, project coordination, processing confidential correspondence, and building a positive work culture. This role actively collaborates with the other program Leaders and Assistants in supporting Regional and RVH programs.

Education:

• Community College Diploma in a related discipline (Office or Business Administration)
  
  

Experience:

• Progressive administrative experience supporting leaders, preferably in a health care and/or technology environment
• Experience in the management and coordination of leader(s) schedules
  
  

Competencies:

• Demonstrated commitment to maintaining confidentiality
• Superior multi-tasking, analytical and problem-solving skills
• Strong organizational, prioritization and time management skills
• Excellent interpersonal and communication skills
• Demonstrated ability to quickly adapt and/or learn new system functionality with strong technical capabilities, including advanced working knowledge of the MS Office Suite
• Results oriented self-starter, adaptable to changes, with the ability to manage multiple, competing priorities in a fast-paced environment
• High level of professionalism, initiative and creativity
• A positive nature, can-do attitude and a team player
• Ability to work off-hours and/or non-business hours during critical times
  
  

Responsibilities:

• Developing and maintaining positive relationships with the Regional Digital Health team and our clients
• Drafting and proofing correspondence, presentations, reports, invoices, etc.
• Receive and respond to telephone and e-mail enquiries on behalf of the assigned leader(s)
• Facilitate the necessary documents for timely completion, approval and submission of various Ministerial and Provincial
• Manage the scheduling of the Regional Digital Health team's on-call shifts, ensuring the schedule is well-planned, equitable, and consistent, utilizing the PagerDuty system for coordination.
• Facilitating the processing of employee expense forms, ensuring proper documentation, flagging issues, and verifying timely approvals.
• Supporting procurement requests by submitting purchase requisitions through Allscripts, ensuring accuracy and compliance with organizational standards
• Organizing and facilitating team and employee events, including planning, coordinating logistics.
• Support regional committees and working groups by coordinating schedules, preparing materials, and facilitating effective communication among members.
• Participating in special projects and initiatives as required, demonstrating flexibility and adaptability
• Performing other duties as assigned, ensuring all tasks are completed with professionalism and attention to detail
  
  

Agency/Institution reports:

• Supporting the portfolio, preparing schedules, meeting materials, invoices etc. as required and facilitating communication
• Support the portfolio by preparing and distribution leadership materials
• Assist and support with the portfolio recruitment activities by posting positions in the RMS system, scheduling interviews, and schedule required orientation, working closely with RVH People Recruiters and Consultants
• Lead user for new information technology systems related to admin support
• Support and co-ordinate the portfolio through any applicable changes and projects, (office moves, new technology, etc.)
• Coordinating scheduling meetings, meeting room logistics and travel arrangements
• Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to document action items and decisions
• Accurately record and summarize meeting discussions, decisions, and action items to ensure clear communication and follow-up; distribute minutes in a timely manner.
• Prepare, review proof, and track documentation submitted for leader approval and signature.
• Interacting with internal/external contacts with a high degree of professionalism
• Maintaining flexibility to respond to urgent requests and priorities
• Maintain appropriate budget files and records
• At times, travel between hospital sites may be required. You must have access to reliable transportation and a valid driver’s license.
• Drafting and sending departmental communications and announcements, ensuring clarity and consistency in messaging
• Facilitate travel arrangements and expense management for department leaders and staff, ensuring adherence to organizational policies and timely processing
• Support departmental work from home (WFH) equipment reimbursements and requests, ensuring proper documentation, tracking and approvals.