Administrative Coordinator - Barrie, Canada - On Solid Ground Inc

Description

Summary:

A key player of the administrative team providing day-to-day operational, organizational, and office administration support in an effort to ensure operational effectiveness, efficiency, and safety.

The Administrative Coordinator (AC) is responsible for supporting internal and external office/clinic communications, polices, streamlining administrative procedures, and participating in overall organizational operations and development strategy.

A self-starter who demonstrates a strong ability to organize and prioritize tasks.

Energetic, efficient and someone who collaboraetes openly in a solution focused manner to improve quality, productivity and efficiency while maintaining the quality, essence and culture of OSG.

The Administrative Coordinator is experienced in a fast-paced clinic environment, capable of handling a wide range of administrative support duties and is accountable to their responsibilities when working independently.

Being well organized, flexible, efficient, forward-thinking and planning, and taking pride in the administrative needs that support a clinic of diverse people contributes to the overall success of the Administrative Coordinator.

Job Type:
Full-time, Permanent (35 hours weekly)


Pay:
$ $27.00 hourly

Role Responsibilities (which include, but are not limited to):

• Administrative support and collaboration with the Director/CEO and Clinical Leadership Team (CLT) on daily operations and needs of the organization
• Participate in program/organization development initiatives and team meetings; scheduling meetings, preparing agenda and minutes
• Provide oversight to and participates in Joint Health and Safety initiatives; ensure health and safety processes are reviewed, monitored monthly, and updated annually
• Provide oversight and coordinates maintenance and contractor needs, mailing, shipping, purchase orders, supplies, equipment, and errands
• Provide direct support to therapy teams as needed
• Prepare client and staff documentation; client program binders, baseline binders, policy, staff training manuals and other materials as requested
• Participate in and monitor staff recruitment needs. Assist with staff onboarding and offboarding; prepare, execute and maintain efficient storage/filingto include new hire documents/files; ensures all staff files are complete on an ongoing basis and required documents/certifications are up to date
• Identifies, schedules and/or coordinates team building events on a quarterly basis in collaboration with the Social Events coordinator
• Provide quality and supportive feedback to staff and clients, assists in the maintenance of a safe, positive and teambased working environment
• Prepare weekly and monthly check ins/reports for office administrative duties (e.g., session logs, H&S, daily walk around checks, maintenance, parent surveys/checkins, CMEY reporting)
• Manages office, client and staff communications professionally and efficiently
• Seeks creative ways to improve efficiencies and processes with the organization
• Coordinates and organizes needs and tracking of office equipment re: IT support, computers, electronics,
• Demonstrate behaviours aligned with OSG's policies and procedures
• Maintain the confidentiality and security of all clientrelated and OSG's information
• Remain updated in professional and technical knowledge; participate in networks with fellow colleagues, Professional Development Training, Conferences, and Workshops related to personal and professional development
• Other tasks that may be identified or recommended

Skills/Qualifications Requirements:

• Fluent ability to work in Microsoft Word, Outlook, Excel and Power Point, QuickBooks, Google and Practice Management Software systems
• Proven experience as an Office Manager or similar executive role; minimum of 2 years
• A community college diploma or a university degree in a related field (e.g., BSc/BA in Business or related field, Dip. In Accounting, Human Resources, Administration, Business/Operations, Health Care Administration, Social Services)
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of Human Resources management practices and procedures (recommended but not required)
• Knowledge of business and organization behaviour management principles (recommended but not required)
• Experience in planning and budgeting
• Knowledge of business process and functions (finance, HR, operations, administration)
• Must have a valid Ontario Driver's License
• Must be legally able to work in Canada

Character, and Key Skills/Qualities:

• Strong analytic and problemsolving skills
• Communicate professionally and responsibly both verbally and written
• Flexible and creative; adapts to everchanging needs
• Strong time management, decision making, planning, accountability and work ethic
• Models' behaviour that is aligned with the values o