Administrative Coordinator

CHOICES FOR PEOPLE CENTER; Kentville; On-site; CAD 42,000 - 64,000; Full time

Job summary

CHOICES FOR PEOPLE CENTER in Kentville, Nova Scotia, seeks a Residential Services Administrative Coordinator to provide centralized administrative and medical-office coordination, documentation, and scheduling support. The role reduces workload for Team Managers while preserving supervision and oversight.

You will handle eScripts comparison, liaise with prescribers and Neighborhood Pharmacies, manage training records, calendars, and HR coordination, and ensure compliance across PCSP files.

Qualifications

• High school diploma or equivalent; medical assistant training or related experience preferred.
• Experience communicating with physician offices and pharmacies.
• Strong organizational skills and ability to track deadlines.
• Experience with electronic medical/administrative records and MS Office.
• Ability to handle confidential information and follow escalation pathways.

Responsibilities

• Coordinate and verify eScripts and physician orders for accuracy.
• Contact prescribers to obtain updated orders, refills, and documentation.
• Serve as liaison with Neighborhood Pharmacies providers.
• Prepare and organize PCSP documentation packets for TM review.
• Schedule meetings, onboarding, and HR coordination.
• Maintain administrative trackers and training deadlines.
• Arrange calendars, room reservations, agendas, and reminders.

Skills

Communication skills

Organizational skills

Scheduling systems

MS Office

Data privacy

Education

High school diploma or equivalent

Tools

Impruvon

Setworks

Paylocity

Job description

Position Summary

The Residential Services Administrative Coordinator provides centralized administrative, medical-office coordination, documentation, and scheduling support for Residential Services. This role reduces time spent by Team Managers on repetitive administrative tasks so they can focus on oversight of individuals, staff, and ISL homes. The coordinator supports established processes but does not replace Team Manager supervision, nursing judgment, HR authority, or Director oversight.

Duties and Responsibilities (not all inclusive):

Medication and medical-office coordination

• Perform documented administrative comparisons of current eScripts/physician orders on file to ensure accuracy and compliance.
• Contact prescriber offices to obtain missing or corrected written orders, updated eScripts, refill documentation, referral records, and appointment documentation; track requests through receipt and escalation.
• Serve as primary administrative liaison with Neighborhood Pharmacies providers.
• Coordinate case-by-case requests for medication indications/reasons prescribed (including SB40 documentation needs); obtain prescriber- or clinically authorized wording rather than determining indications independently.

Documentation, files, and compliance

• Receive and review monthly paperwork and verify for compliance and accuracy.
• Correct authorized naming/location/upload errors without changing the substantive content of staff-authored, clinical, or signed records; provide a review summary to the responsible TM.
• Complete and track monthly, quarterly, and annual reproting and correct as necessary.
• Prepare and organize annual/modified PCSP documentation packets, acknowledgments, training records, and other required files for TM review; track outstanding documents and deadlines.
• Maintain administrative trackers for missing items, requests, training deadlines, and follow-up status using approved secure systems.
• Scheduling, training, onboarding, and HR coordination.
• Monitor and ensure completion of all required training and requirements.
• Arrange calendars, meeting invitations, room reservations, agendas, and logistical reminders.

Events, meetings, and departmental administration

• Coordinate and communicate Departmental participation in company events.
• Prepare all block/house meeting logistics.
• Assist with department-wide administrative projects and routine correspondence.

Requirements

Education and/or Experience:

• High school diploma or equivalent required; medical assistant training, medical/dental office administration, health information, or comparable experience preferred.
• Experience communicating with physician offices and pharmacies and handling prescription documentation strongly preferred.
• Strong organizational skills, attention to detail, ability to track multiple deadlines, and professional written and telephone communication.
• Experience with electronic medical/administrative records, Microsoft Outlook/Excel/SharePoint, and scheduling systems; ability to learn Impruvon, Setworks, and Paylocity.
• Ability to handle confidential information, identify urgent issues, and follow defined escalation pathways.

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills are required.
• Read, analyze, and interpret data and governmental regulations.
• Write reports and recommend corrective action related to potential risks.
• Handle private, sensitive, confidential information appropriately.
• Proficiency with computer, data entry and MS Office skills, along with the use of data-based computer applications.

Physical Demands:

• Ability to stand, move, and be physically active for extended periods.
• Ability to regularly lift 30–50 pounds.
• Ability to participate in and support activities occurring in a variety of environments (indoor, outdoor, community settings)

Comments:

Failure to provide official transcript(s) or other required verification may result in the withdrawal of the job offer.

All job offers are contingent upon successful completion of a criminal background check and a drug screen.

EEO STATEMENT:

It is the policy and intent of Choices for People Center, Inc. to comply with all federal and state laws concerning non-discrimination and equal employment opportunity, regardless of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, disability or genetic information (including family medical history), veteran status, or age (40 or older), except where age is a bona fide occupational requirement or qualification; and to take affirmative action towards the goals and intentions of the applicable laws.

Furthermore, it is our policy and intent to practice non-discrimination in regard to the above factors on personnel matters concerning employment, promotion, demotion, transfer, recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training including apprenticeship.