Admin Support 9

St. Joseph; Hamilton; On-site; CAD 63,000 - 68,000; Full time

Job summary

St. Joseph’s Health System (SJHS) in Hamilton is seeking an Administrative Coordinator to support the Clinical Manager and centralized staffing operations across hospital units. You will help manage scheduling and staffing needs, ensuring accuracy and timely communication.

The role requires a 2-year diploma in health service administration, a medical terminology certificate, and experience in a fast-paced hospital setting. Proficiency in MS Excel/Word and typing speed are essential.

Qualifications

• 2-year post-secondary diploma in office administration - health services from an accredited institution.
• Medical terminology certificate.
• Minimum 3-years experience providing administrative support in a fast paced hospital program setting.
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect.
• Intermediate skill in MS Excel and MS Word.
• Previous experience working with staffing scheduling systems.
• Accurate keyboarding skills with a minimum typing speed of 45 wpm.

Responsibilities

• Maintains confidentiality and release of information in accordance with hospital policy at all times.
• Updates schedules daily as applies to day-to-day central staffing needs of centralized in-scope program/units, including call-outs to fill open shifts.
• Provides support to Centralized Staffing and Scheduling Office, Corporate Operations Supervisor, Manager by handling incoming mail, faxes, emails, typing various correspondence and maintaining accurate filing system.
• Utilizes appropriate computer application to maintain data and compile statistics for use in auditing and reporting on a variety of central staffing activities.
• Maintains current departmental lists, program documents, call-in sheets, assignment sheets, staff education manuals, and the status of pre-grad licenses and re-certifications.
• Assists in facilitating non-clerical support for office.
• Assists with other unit activities as assigned by Manager

Skills

MS Excel

MS Word

Typing 45 wpm

Medical terminology

Administrative support

Communication skills

Organizational skills

Education

2-year post-secondary diploma in office administration - health services

Medical terminology certificate

Tools

Staffing scheduling systems

Job description

Position DetailsJob Number:JR02471Department:Operational Command CenterThis position may be scheduled at any of the following sites:Charlton Campus (Hamilton Downtown)Job Type:Regular, Full timeContract Duration: (If applicable)0 monthsNumber of Positions:1Union:CUPE Local 786Hourly Rate (Min / Max):$30.11 - $32.72ScheduleWork Days:Monday to SundayTime of Day:Days, EveningsShift:Hours -12, Hours - 7.5Shift Start: (If applicable)AM 06:00, PM 14:00Reason for Posting:Posting is for a role with an existing vacancyApplication DatesOpening Date:2026-10-15Closing Date:2026-10-22Job DescriptionPosition SummaryThis position supports the activities of the Clinical Manager of the Operational Command Center as they relate to the day-to-day staffing operations of units within the scope of the centralized staffing and scheduling office and allocation of nursing resource team members across the organization. Staff will leverage staffing and scheduling technologies to complete their day-to-day operations. Operational details and unit activities are coordinated to ensure things run smoothly and in accordance with the policies and procedures of the hospital.Qualifications• 2-year post-secondary diploma in office administration- health services from an accredited institution• Medical terminology certificate• Minimum 3-years experience providing administrative support in a fast paced hospital program setting• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect• Intermediate skill in MS Excel and MSWord• Previous experience working with staffing scheduling systems• Accurate keyboarding skills with a minimal typing speed of 45 wpm• Clerical testing may be required as part of the selection process• Ability to communicate effectively and tactfully, both in person and by telephone• Maintain excellent interpersonal relationships while handling multiple tasks, frequent interruptions and stressful situations• Strong organization skills, with ability to set own priorities and work with minimal supervisionResponsibilities• Maintains confidentiality and release of information in accordance with hospital policy at all times• Obligation to review and commit to applicable departmental, hospital policies and procedures and union collective agreements at all times• Maintains effective internal and external communications through the sharing and timely dissemination of information• Contributes to continuous quality improvement initiatives on a regular basis• Updates schedules daily as applies to day-to-day central staffing needs of centralized in-scope program/units, including call-outs to fill open shifts• Provides support to Centralized Staffing and Scheduling Office, Corporate Operations Supervisor, Manager by handling incoming mail, faxes, photocopying, emails, typing various correspondence and maintaining accurate filing system, all in an efficient, accurate and professional manner• Utilizes appropriate computer application to maintain data and compile statistics for use in auditing and reporting on a variety of central staffing activities• Maintains current departmental lists, program documents, call-in sheets, assignment sheets, staff education manuals, and the status of pre-grad licenses and re-certifications• Assists in facilitating non-clerical support for office• Assists with other unit activities as assigned by ManagerSt. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values .We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process ([e-mail]).