Administrative Coordinator

Role overview

Administrative support

• Support leadership with scheduling, agendas, minutes, presentations, correspondence, filing and document control.
• Organize meetings and events, coordinate schedules and urgent requests, and follow up on action items.
• Order and monitor supplies and devices; coordinate requests to internal departments.
• Assist with recruitment, interviews and onboarding, including candidate coordination and interview materials.
• Track submission and reporting deadlines, escalate concerns, support invoicing and respond to inquiries.
• Prepare internal and external presentations and reports, and improve administrative processes.

Invoicing and data

• Prepare, process and track program billing and invoices; review and reconcile confidential patient information to validate billing.
• Reconcile program data with finance and program managers; monitor expenditures and support budget tracking and financial reporting.
• Collate, verify and analyze healthcare program data; maintain spreadsheets and documentation for reporting and audits.
• Conduct data quality checks, prepare monthly data presentations and produce statistical and narrative reports.
• Support Electronic Medical Record workflows to register, admit and discharge program patients; protect confidentiality and comply with PHIPA/HIPAA standards.

Contract support

• Create administrative processes for contract obligations, track renewal timelines and support partner updates.
• Monitor service agreement compliance, maintain partner relationships and communicate or escalate concerns.
• Assist with requests for proposals and resulting service provider changes.

Qualifications

• College diploma in health or office administration or a related field, and at least 2–3 years of comparable experience.
• Health care experience is preferred; community or outpatient care experience is an asset.
• Proficiency in Microsoft 365, including Outlook, Excel, PowerPoint, SharePoint and OneDrive.
• Meditech experience is preferred; experience with other related digital solutions is an asset.
• Strong communication, interpersonal, organizational and analytical skills; ability to prioritize complex tasks and work independently or with a team.
• Knowledge of relevant legislation including PHIPA; ability to use multiple technology platforms and audio-visual or videoconference equipment.
• Accuracy, confidentiality, tact, diplomacy, customer service, and ability to coach peers and learn new tasks.

Schedule

• Monday to Friday, days, with occasional evenings; hours may change based on operational requirements.

Compensation

• Salary is $34.555 to $43.207 per hour.