Administrative Coordinator, Information Management

At Sinai Health, we care, create possibilities and offer hope. We are looking for an Administrative Coordinator to support our Information Management department. 

Job Outline:
Sinai Health is seeking an Administrative Coordinator to provide senior administrative support to two executives within Sinai Health: the VP, Digital Strategy & CIO, and the VP, Quality & Programs of Distinction. This role also entails collaboration with Administrative Coordinator colleagues to support the functions of senior leadership. The incumbent is the first point of contact for these busy, high profile offices where customer service and professionalism are of prime importance. Working closely with portfolio leadership, the Administrative Coordinator is responsible for skillfully coordinating all administrative aspects related to the delivery of the respective portfolio’s core programs and services as well as managing the day-to-day operations of the Vice Presidents’ offices with professionalism, confidence and efficiency. This position acts independently as an ambassador and first point of contact for these executives, inspiring trust and confidence in all stakeholders

Responsibilities:

• Understand and anticipate executive leadership priorities and needs to provide advanced and highly skilled administrative coordination in alignment with the portfolio’s needs
• Prepare and provide, in advance, documents and files required by the VPs for meetings, conferences, telephone calls, etc.
• Ensure efficient day-to-day function of the respective offices and exercises superior judgment in prioritizing and triaging tasks and in proactively organizing and leveraging the executives’ time
• Maintain complex schedules ensuring conflicts are identified and managed demonstrating sound judgment and knowledge of the respective portfolio issues and priorities; review and manage incoming correspondence with discretion and tact
• Manage project for the VP and supports project management for the interdisciplinary team by preparing and developing project related documents, business cases/proposals; gather and analyzes project reporting data
• Attentively manage and maintains confidential financial, planning and legal and departmental and senior executive information and requests
• Independently prepare executive-level presentations, correspondence, letters, reports and speaking materials on behalf of the VP ensuring accuracy and appropriateness
• Efficiently schedule meetings, books space, tracks items for agendas, prepares agendas, co-ordinates material for distribution and records minutes for meetings, including committees and task forces for the VPs and members of the portfolios
• Serve as a primary liaison with internal and external stakeholders, which include members of Senior Management, boards, committees, ministries, managers in other health care organizations, etc.
• Keep abreast of and deploy appropriate and up-to-date technological office support systems to ensure the most effective and efficient operation of the office
• Assist the VPs in processing payroll and managing financial accounts and cost centers for the portfolio; assist as needed with budget process
• Promote a collaborative work environment and support colleagues as needed to ensure optimal Administrative
• Coordinator team functioning; provide coverage for team members as needed
• Provide administrative and project support for key organizational-wide strategic priorities at the executive and senior management level
• Perform other position related duties as required

Mandatory

• Undergraduate degree in a relevant discipline e.g. Business Administration from a recognized educational institution
• A minimum of 5 years of previous experience in an administrative role supporting senior executives
• Applicants with proven equivalent recent and related training and experience may also be considered

Preferred

• Certificate or courses completed in technical writing and/or project management
• Previous experience in a health care setting

Skills and Knowledge

• Advanced computer skills including Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software
• 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
• Possesses a high level of accountability and proven capability to work with highly sensitive and confidential
• information
• Superior attention to detail with proficiency in developing and editing written communications; excellent technical
• writing and documentation management skills
• Proven experience in project management with a proficiency in research, report writing, proposal and presentation
• development
• Experience with working with financial data as well as budget and invoice management
• Demonstrated satisfactory work performance and attendance history

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 TalentAcquisitionAccommodation.msh@sinaihealth.ca.