Administrative Coordinator - Family Practice Health Centre

Women's College Hospital; Toronto; Hybrid; CAD 52,000 - 65,000; Full time

Job summary

Women's College Hospital is seeking a Temporary-Full Time Administrative Coordinator for the Family Practice Health Centre (until April 2027). This replacement role supports senior leadership, coordinates schedules, processes invoices, and ensures smooth daily operations for a multi-site hospital environment.

The ideal candidate will have a college diploma and 3-5 years of hospital administrative experience, with advanced MS Office skills and strong communication abilities to support a diverse

Qualifications

• College diploma required.
• 3-5 years related hospital administrative experience.
• Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook).
• Equity and inclusion training an asset.

Responsibilities

• Supports the Executive Director and Family Practice team with scheduling, minute taking, catering requests, filing, room bookings and general admin.
• Creates and updates the working schedule for the Family Practice team.
• Acts as point of contact to staff within the Family Practice team.
• Assists in development and distribution of communication materials.
• Manages IT requests, maintenance work orders, and supplies.
• Processes invoices and supports departmental projects.
• Accesses EPIC as needed and processes physician billing.
• Maintains language interpretation usage database and prepares quarterly reports.
• Prepares documents for new hires and creates orientation packages.

Skills

MS Office proficiency

Verbal and written communication

Attention to detail

Time management

Interpersonal skills

Multitasking

Judgment under pressure

Education

College diploma

Tools

MS Office Suite

Job description

An exciting opportunity as a Temporary-Full TimeAdministrative Coordinatorin the Family Practice Health Centre (Until April 2027)

Type: Replacement

Summary of Duties, but not limited to:

• Supports the Executive Director and Family Practice team as required, including but not limited to scheduling of meetings, minute taking, catering request, photocopying, filing, booking rooms and providing administrative support
• Creates, templates and updates working schedule for the entire Family Practice team
• Acts a point of contact to staff within the Family Practice team
• Assist in the development and distribution of communication materials
• Creates IT requests, arrange for maintenance work orders, order supplies
• Ensures approval and processing of invoices
• Supports departmental projects as needed
• Accesses EPIC upon Director request
• Monitors and processes physician billing
• Maintain database for hospital wide language interpretation utilization, prepare documents for quarterly reporting and process service provider invoices, gathers and analyzes statistics
• Prepares documents for new hires
• Creates department orientation packages and prepares for new hires into the Family Practice team
• Completes payroll entry and timesheet changes

Employment Opportunity!

As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care. The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

• College diploma required
• 3-5 years related hospital experience in an administrative capacity
• Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
• Equity training/knowledge, anti-oppression training, diversity and inclusion training an asset
• Frequent use of computer, photocopier/scanner
• Excellent verbal and written communications skills
• Excellent ability to pay attention to detail and organizational and time management skills that would complement well developed interpersonal skills, including the ability to handle multiple projects simultaneously
• Ability to produce high quality work in accordance with Hospital standards
• Experience in coordinating activities in a multi-site environment
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Good work and attendance record required
• Demonstrated WCH vision mission and values