Administrative Coordinator (Community Clinic)

Administrative Support for Director:

• Provide administrative support such as scheduling using tools like Office 365, Zoom, TREAT and Yellow Schedule.
• Supporting meetings with agendas and minute-taking.
• Communicate on behalf of the Director with staff and external parties.
• Update the job description manual as needed.
• Track learning and development for annual reporting.

General Administration:

• Handle confidential information related to personnel, budgets, and client files.
• Utilize technology skills for creating reports, troubleshooting IT issues, and producing documents.
• Organize meetings, book rooms, prepare agendas, take minutes, and arrange refreshments.
• Maintain records of staff development activities and prepare summary reports.
• Manage program policy manuals and support organization-wide administrative functions.

Client and Community Support:

• Manage communications with clients and the professional community.
• Provide backup at the front desk as needed.
• Respond to client concerns and complaints with tact and diplomacy.

Project Management:

• Manage assigned projects and participate in project teams as appropriate.
• Coordinate special projects, such as event organization and program-specific initiatives.

Onboarding and Training:

• Coordinate the onboarding process for new hires, including scheduling orientations and training on systems.
• Ensure orientation materials are available and up-to-date.
• Provide training on software, room bookings, and client record systems.

Inventory and Resource Management:

• Manage inventory, order supplies, and coordinate office moves.
• Maintain information resources and ensure they are current and accessible.

Financial and Records Management:

• Handle petty cash, track expenses, and reconcile accounts.
• Maintain filing systems, ensuring confidentiality of sensitive information.

Workshop and Group Coordination:

• Support workshops and groups, managing registrations, materials, and logistics.
• Track attendance and update client records as needed.

Learning and Development:

• Stay current with best practices in technology and administrative processes.
• Participate in internal and external staff development activities.

Committee Participation:

• Serve on internal committees to support and uphold administrative standards.
• Participate in special projects, such as preparing accreditation manuals and coordinating events.

Qualifications:

• 4+ years of proven experience in an administrative role.
• Well-developed knowledge of an office environment and sound administrative practices.
• Proficiency in communication, reporting, and maintaining record-keeping and accountability systems.
• Knowledge of programs and services to support clinical practice effectively.
• Understanding of the organizational and legal context to handle enquiries, complaints, and problem-solving.
• Knowledge of financial processes and budgeting.

Skills:

• Superior verbal and written communication skills.
• Diplomacy and tact in handling sensitive material.
• Excellent organizational and problem-solving abilities.
• Broad understanding of personnel and organizational issues to proactively manage challenges.
• Ability to determine appropriate information to share in response to enquiries.
• Sound judgment in referring issues to the Director or relevant staff.
• Proficiency in managing sensitive matters related to clients, policies, and budgets.
• Strong interpersonal skills to establish positive working relationships with staff and represent the agency publicly.

What we offer:

• Excellent benefits package including pension.
• Generous vacation policy and a flexible work environment.
• An inclusive and supportive work culture.
• Opportunity to make a meaningful impact on the lives of children and families.