Administrative Coordinator

internal/external posting

job title: Administrative Coordinator

job ID #: CPCBI ADMC 26-0331

department: Community Programs and Capacity Building Initiatives

reports to: Director Community Programs and Capacity Building

salary range: (MS2) $26.17 to $32.72 per hour

status: Contract, Fulltime (2 months)

hours: 37.5 hours per week

Who we are:

Sherbourne is a leading provider of quality health care and transformative support to people who face social, economic, and other systemic barriers. Our mission is to be a dynamic provider of integrated health services, community programs and capacity-building initiatives that enable people and diverse communities to achieve wellness.

Sherbourne provides innovative health care and social services to the diverse urban population of southeast Toronto.  While our doors are open to everyone, we focus on people experiencing homelessness or who are under-housed; 2SLGBTQ+, and newcomers to Canada.  We are funded by the Ministry of Health, Ontario Health, Ministry of Community, Children and Social Services, the City of Toronto and many generous donors and foundations.

about the role:

The Administrative Coordinator provides confidential, professional administrative services for the Program Manager and Capacity Building Initiatives team at Sherbourne, including overseeing expenses as designated by the Program Manager; ensuring efficient office operations; organizing and planning meetings/events; and responding to inquiries.

The position acts as a central resource and communication link for the Capacity Building Initiatives team and facilitates information and the completion of projects.  Activities are undertaken in a proactive and timely manner to ensure accuracy and high standards of service.

They will be able to adapt to a variety of systems and processes and assist with the creation of various reports.  Statistics and promotional materials are maintained and distributed as required. The position involves considerable multi-tasking and an ability to set priorities when under pressure.

Working at Sherbourne

At Sherbourne Health, we care about our staff and recognize that our biggest strength is our people. We have a solid commitment to life-long learning which is demonstrated through our professional development program. We invest in collective work and staff training to improve client care. We supplement this by creating a low-barrier work environment built on equity and respect, while working together in caring, cohesive teams and providing opportunities for advancement.

we believe in work-life balance and offer:

  • A competitive salary.
  • Membership in Healthcare of Ontario Pension Plan (HOOPP).

 Responsibilities and Tasks:

  • Prepares and distributes agendas, minutes and other materials for Capacity Building Initiatives meetings.
  • Arranges meeting rooms, meals, audio-visual and equipment services for meetings.
  • Orders food supplies for programs and occasionally purchases material from the store.
  • Follows up with staff for time and attendance documentation when required.
  • Escalates pay inquiries to Program Manager, Human Resources and Payroll.
  • Ensures invoices are correctly coded and submitted following finance department timelines.
  • Liaises with finance department to follow-up on processing of payments.
  • Maintains TTC token supply and petty cash including keeping records, receipts, supply and balances.
  • Supports delivery of events, which may include researching and booking a venue, arranging set up (audio, tables, etc.), invitations, coordinating participants and scheduling, etc.
  • Coordinate creation of promotional materials for events and the Capacity Building Initiatives departments programs including newsletters, posters, flyers etc., in collaboration with corporate communications.
  • Maintains, and distributes relevant policy and procedures manuals, handbooks, promotional materials and reports as directed.
  • Coordinates collection of information for written materials including reports, manuscripts, web site information, appropriate press releases and presentation materials as assigned
  • Gathers and provides statistical data from reports on a scheduled basis and as requested.
  • Enters and pulls data from Accuro for aggregated reporting purposes.
  • Place service requests on office equipment if required.
  • Orders and tracks office and program supplies as required.
  • Supports intake and registration for Capacity Building Initiatives groups as required.
  • Represents Capacity Building Initiatives Health on internal and external committees or groups as assigned by the Manager.
  • Coordinates and oversees projects as assigned from beginning to end.

To thrive in this role, you’ll need

 education/experience/knowledge and skills:

  • 3 to 5 years administrative experience, preferably in a health care or nonprofit setting.
  • A college diploma or University degree in office management or administration field is preferred.
  • Familiarity with Toronto’s diverse 2SLGBTQ communities, particularly marginalized or vulnerable individuals.
  • Demonstrated ability to work effectively with other team members.
  • Ability to work independently.
  • Excellent written and verbal communication and interpersonal skills.
  • Knowledgeable about and able to work within an anti-oppression framework.
  • Effective time management skills with an ability to appropriately prioritize tasks.
  • Strong problem resolution skills.
  • Ability to handle a diverse, complex, and ever-changing workload in a fast-paced setting while meeting the needs of multiple staff members.
  • Proficient knowledge and skill in computer applications (Microsoft Word, Windows, Outlook, Excel, Power Point,).

To thrive in this role, you’ll need

education/experience/skills/abilities:

  • Minimum of a high school diploma or equivalent, with two to three years of culinary experience
  • Food Handlers certification is an asset.
  • Minimum of one year’s experience in handling cash, serving customers.
  • Familiarity with POS systems is an asset.
  • Experience as a barista is an asset.
  • Strong interpersonal and conversational skills.
  • Good organizational and time management skills.
  • Ability to work the variable hours of the role in a kitchen/café environment.

conditions of employment:

  • Offer of employment is contingent upon satisfactory outcome of background checks i.e., professional references, education verification, criminal background checks, and vulnerable sector checks.
  • Understands and works within the Occupational Health and Safety Act (OHSA), Personal Health Information Protection Act (PHIPA), Accessibility for Ontarians with Disabilities Act (AODA), the Ontario Human Rights Code, Ontario Health Protection and Promotion Act, and other relevant legislation, including, but not limited to, regulations for the safe preparation and quality of food.
  • Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with SHC related policies, health and safety legislation and best practices.

working conditions:

The standard work week is 37.5 hours.  Generally, they will work Monday to Friday 10am to 6pm, however, work is occasionally required outside the normal daily routine.  The position requires diplomacy in dealing with many stakeholders and partners, considerable multi-tasking, setting priorities as needed, and a comfort in working with clients who may present in crisis and be agitated or threatening at times.

to apply: Please forward a cover letter and resume (saved as one document) quoting Job ID# CPCBI ADMC 26-0331 to myjob@sherbourne.on.ca by 5:00 pm on May 18, 20206.

Sherbourne is dedicated to building an organization that reflects the diversity of our clients and the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process.

We thank all applicants for their interest but only those selected for further consideration will be contacted.

BOLD.                   KIND.                     REAL.                    OPEN.                    WE CARE.