Administrative Coordinator

Royal Victoria Regional Health Centre; Barrie; On-site; CAD 30,000 - 60,000; Full time

Job summary

A healthcare facility in Ontario is looking for an Administrative Coordinator to provide confidential administrative support to the Intensive Care and Trauma Programs. The role requires coordinating schedules, facilitating communications, and preparing important documents. Candidates should have a college diploma focused on administrative work and several years of experience in a similar role. Strong organizational and Microsoft Office skills are essential for this position.

Qualifications

• Completion of a two-year community college diploma with a focus on Administrative Assistant work required.
• Minimum of three years progressive administrative experience supporting a senior level manager/executive, preferably in healthcare.

Responsibilities

• Provide administrative support to the Manager of Intensive Care, Operations, and Medical Directors for ICU & Trauma.
• Coordinate and monitor emails and meetings for Directors, handling scheduling conflicts.
• Prepare paperwork for Ministry accountabilities, reports, and other program documents.

Skills

Microsoft Office expertise

Organizational skills

Confidentiality

Time management

Education

Two-year community college diploma

Medical terminology comprehension

Job description

Job Summary & Requirements

Reporting into the Operations Director of Emergency, Critical Care, & Trauma, the Administrative Coordinator will provide confidential administrative support services to the Intensive Care Program and Trauma Program operational accountabilities. The role involves client-facing interaction, report preparation, file maintenance, formatting and creating complex documents for presentation at Regional and Provincial Committee levels, meeting coordination, minute taking, hiring administrative processes, supporting various internal committees, and processing confidential correspondence from internal and external parties to members of the senior team. This role collaborates closely with Program Leaders, Physicians, Assistants, and the Emergency Department leadership team.

Education

• Completion of a two-year community college diploma with a focus on Administrative Assistant work required
• Completion of a medical terminology course or comprehension of medical terminology is an asset

Experience

• Minimum of three years progressive administrative experience supporting a senior level manager/executive, preferably in healthcare
• Experience in managing and coordinating senior managers/executives’ schedules

Skills

Excellent knowledge of Microsoft Office including Excel, Word, PowerPoint, Outlook, and Visio.

Responsibilities

• Provide administrative support to the Manager of Intensive Care, Operations, and Medical Directors for ICU & Trauma
• Coordinate and monitor emails and meetings for Directors, handle scheduling conflicts, meeting logistics, and travel arrangements
• Prepare paperwork for Ministry accountabilities, reports, and other program documents
• Review and proof all documentation for Directors’ signatures
• Prepare and distribute agendas and documentation, attend meetings to take minutes, and track action items
• Coordinate team building events or activities
• Respond flexibly to urgent requests and priorities
• Maintain files and records
• Facilitate program communications as needed
• Lead coordination of new hires, including scheduling interviews and orientation
• Support program moves and change management projects
• Interact professionally with internal and external contacts
• Assist with injury prevention activities and community events like P.A.R.T.Y. and Stop the Bleed
• Order supplies, process billings and payments
• Support Emergency Department administrative coverage as required

Competencies

• Maintain confidentiality
• Strong multi-tasking, analytical, and problem-solving skills
• Excellent organizational, prioritization, and time management skills
• Adaptability and flexibility in a fast-paced environment
• Professionalism, initiative, and creativity
• Positive attitude and team-oriented
• Ability to transcribe meeting minutes accurately and clearly
• Independent and sound judgment in office tasks
• Effective communication skills
• Accuracy and attention to detail
• Ability to prioritize and work effectively under pressure
• Ability to work independently and collaboratively
• Commitment to ongoing learning