Administrative Coordinator - Halton Healthcare, Oakville

Role overview

Reporting to the Manager of Community Integration and Halton@Home, the Administrative Coordinator plays a key role in ensuring the smooth operation of programs and services within the Community Integration portfolio. This position will provide administrative and general support to multiple programs including Halton@Home, Seamless Care Optimizing the Patient Experience (SCOPE) and Remote Care Management (RCM). This position will work closely with teams, leadership and community partners to further integrate pathways that allow for wraparound care for our patients in the hospital, in the community, and at home.

This position supports program efficiency, accuracy, and compliance through effective scheduling, billing, data monitoring, and administrative coordination. The Administrative Coordinator acts as a central point of contact for staff, patients, community partners, and service providers, helping to maintain high-quality service delivery and seamless communication across programs.

Key duties

The Administrative Coordinator manages responsibilities spanning administrative support, invoicing and financial tracking, data entry, and contract management support.

• Provides administrative support to the Community Integration leadership team, including scheduling of meetings and preparing meeting agendas, minutes and presentations
• Assists with organizing and coordinating meetings and events
• Manages correspondence, filing, and document control to ensure accessibility and confidentiality of information
• Coordinates scheduling for the Community Integration leadership team and program including prioritizing of urgent requests
• Schedule, organize, and execute all stages of meetings, compose minutes, and follow up on meeting action items
• Order, coordinate, and monitor requests for supplies, products, and devices
• Coordinate and monitor requests to various internal departments (eg. ICT)
• Assist with the recruitment, coordination and onboarding of new team members
• Assists with coordination and preparation for interviews, room booking, coordination with candidates, interview questions, and preparing packages
• Ensures timelines are met for submissions and reporting requirements through efficient scheduling and communication
• Flag and escalate concerns and barriers to appropriate team members, leadership, and partners
• Support accurate invoicing to support Manager approvals and processing of payments
• Acts as a key point for contact for inquiries from patients, families, staff, and community partners
• Assists with internal and external presentation and report preparation
• Develop, maintain and improve administrative processes
• Prepares, processes, and tracks billing and invoicing for programs, ensuring accuracy and timeliness in accordance with Halton Healthcare policies
• Reviews and reconciles relevant confidential patient information to validate billing
• Collaborates with finance and program managers to reconcile monthly and annual program data
• Monitors expenditures and assists with budget tracking and financial reporting
• Reconciling month end billing
• Collates, verifies, and analyzes large and varied confidential healthcare program data to support performance measurement and continuous improvement
• Maintains accurate tracking, spreadsheets, and documentation for reporting and auditing purposes
• Conducting regular audits and quality control checks on data entries
• Create presentations with monthly data for team meetings to support process-improvement projects and education
• Prepares statistical and narrative reports for Manager review for internal stakeholders and external partners as required
• Supports required workflows in the Electronic Medical Record to register, admit and discharge patients from relevant programs
• Ensure confidentiality and compliance with PHIPA/HIPAA standards
• Create administrative processes to support contractual obligations
• Track timelines for contract renewals and support administrative updates to partners
• Ensure compliance with terms of service agreements
• Be a key contact for any partner communication and support escalation of concerns to leadership or team members
• Maintain relationships with contracted providers and collaborate on new program offerings
• Assist with the completion of program requests for proposals (RFPs) and support any resulting changes in service providers

Requirements

• College level diploma in health or office administration or related field
• Minimum 2-3 years of experience in a comparable position
• Past experience in a health care setting is preferred
• Knowledge, education and/or experience in community or outpatient health care settings is an asset
• Proficient knowledge of Microsoft 365, including but not limited to Outlook, Excel, Powerpoint, Sharepoint, OneDrive, etc
• Meditech experience preferred
• Experience with other related digital solutions an asset (eg. CHRIS, TELUS, SeamlessMD, Practice Perfect, NACRS Clinic Lite, CIHI, etc)
• Excellent oral and written communications skills
• Demonstrated excellent interpersonal and organizational skills
• Ability to navigate difficult conversations and situations
• Strong organizational and analytical skills
• Demonstrated ability to prioritize and multi-task multiple complex tasks
• Excellent customer service and public relations skills
• Knowledge or relevant legislation, including Personal Health Information Protection Act (PHIPA)
• Ability to work independently, work on own initiative, and work as part of a team
• Demonstrated ability to effectively coach and train peers
• Computer proficiency, including the ability to use multiple and varying technology platforms daily
• Ability to operate audio-visual equipment including videoconferences
• Proven accuracy and attention to detail
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Demonstrated tact, diplomacy and confidentiality
• Satisfactory employment and attendance record