Project Administrator, Facilities and Capital Development

Sinai Health System; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading healthcare organization is seeking a Project Administrator to support the Capital & Planning Strategy Department. This role involves managing administrative tasks for capital projects, fostering collaboration with various stakeholders, and ensuring operational efficiency. Suitable candidates will have a diploma in Business Administration and relevant experience, especially in healthcare settings.

Qualifications

• Minimum 3 years' experience in an administrative role, preferably in healthcare.
• Advanced technical skills including Microsoft Office suite.
• Proven capability to handle sensitive information.

Responsibilities

• Provide advanced administrative support to capital projects.
• Coordinate meetings, document decisions, and communicate progress.
• Manage financial invoicing and payment status.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Visio

Adobe Software

Interpersonal Skills

Organizational Skills

Time Management

Education

Diploma in Business Administration

Job description

Project Administrator, Facilities and Capital Development - (13525)

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Job Type

Regular Full Time

1

Organizational Department

Sinai Health -> Mount Sinai Hospital -> Capital Development

Employee Group

Non Union

Location

Mount Sinai Hospital Campus - Toronto, ON M5G 1X5 CA (Primary)

Travel Requirement

Travel required between campuses listed

Hours (subject to change)

37.5 hours per week; due to the nature of this position applicants must be flexible to work additional and varied hours may as required.

Salary Scale

Job Description

Sinai Health is looking for a Project Administrator to support our Capital & Planning Strategy Department as well as our Capital Redevelopment Department within the Facilities & Capital Development Portfolio across both campuses at Sinai Health.

The Project Administrator is responsible for providing advanced administrative support to our major and minor capital projects, as well as planning and space operations initiatives including coordinating meetings, documenting decisions and communicating progress. The Project Administrator will also provide advanced administrative support for the Director Capital & Planning Strategy and Director of Capital Redevelopment.

The incumbent is the first point of contact for a busy, high profile cross-site department where customer service and professionalism are of prime importance. Working closely with the Directors, the Project Administrator is responsible for skillfully coordinating all administrative aspects related to the delivery of the portfolio’s core programs and services as well as managing the day-to-day operations of the office with confidence and efficiency.

In this role you will:

• Manageproject and space request intake and triage including documentation and management of projects list and recording and reporting of key metrics for department
• Establish and maintain collaborative relationships with clinical and non-clinical programs and services, departments, integrated inter-professional teams, and working groups, front-line staff, and physicians
• Manageand processthe financial invoices and tracking status of payment with the finance department
• Coordinate Steering Committee meetings, support the preparation of meeting materials, record minutes, and documentationof key decisions, action items and next steps
• Manageand facilitateproject and departmental related announcements that affect hospital operations. Collectneeded information for announcements from project teams and relayfeedback received back to the project teams and distribute notifications. Working with the Hospital's Communication department for hospital wide communications
• Understandand anticipateportfolio priorities and needs to provide advanced and highly skilled administrative coordination
• Supportthe development and maintenance of metrics reports and dashboards
• Coordinatesite visit planning logistics and off-site travel logistics
• Attentively manageand maintainconfidential capital development, financial, planning, and departmental information and requests
• Efficiently schedulemeetings, bookspace, trackitems for agendas, prepareagendas, and co-ordinatematerial for distribution and records minutes for meetings
• Triage various items between team members and clients, external stakeholders, and vendors
• Organize and maintain the departmental electronic filing system
• Coordinate and arrange construction site visits for various Hospital users, programs and departments, including the Sinai Health Foundation
• Monitor and document control procedures to ensure appropriate storage of critical project documents
• Assist in developing tools, manuals, guidelines, policies, templates, forms and Intranet information to support departmental activities and processes
• Perform quality management and administrative activities to ensure the efficient operation of the department
• Keepabreast of and deploys appropriate and up-to-date technological office support systems to ensure the most effective and efficient operation of the office
• Assistin managing financial accounts and cost centers for the portfolio
• Other general office-related duties as required (photocopying, supply orders, etc.)
• Promotea collaborative work environment and supportcolleagues as needed
• Performother position related duties as required

Job Requirements

Job Requirements:

Mandatory

• Successful completion of a diploma in a related field (e.g. Business Administration) from an accredited educational institution
• A minimum of 3 years’ previous experience in an administrative role, preferably in a healthcare setting
• Applicants with proven equivalent recent and related training and experience may be considered

Skills and Knowledge

• Advanced technical skills including Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software
• Self-starter who sets priorities and drives deliverables to execution with minimal supervision
• Flexible with the ability to work efficiently in a fast-paced, multitasking and dynamic environment
• Excellent interpersonal and communication skills; professional, diplomatic and confident with a proven ability to work with individuals across all levels of the organization and external stakeholders
• Proven capability to work with highly sensitive and confidential information
• Excellent organizational and time management skills with the proven ability to manage competing demands
• Experience with working with financial data as well as budget and invoice management
• Demonstrated satisfactory work performance and attendance history

If this sounds like you and you feel ready to build your career within project administration, apply now and let us know why you’d be a great addition to our team.

Open Date

6/16/2025

Posting Deadline

6/30/2025

All applications must be submitted by no later than 4:00pm of the posting deadline date.

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and women’s and infants’ health. The Lunenfeld-Tanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email [e-mail] .