Office Coordinator - University Health Network, Toronto

About the role

As an Office Coordinator at the Princess Margaret Cancer Centre Lodge, part of the University Health Network (UHN) in Toronto, you will play a vital role in providing temporary accommodation for cancer patients receiving treatment. This position is central to ensuring a supportive and comfortable 'hotel-like' environment for residents, managing all administrative operations and resident relations within the lodge. You will be an integral part of the team at the Princess Margaret Lodge, contributing to the well-being of patients during a critical time.

• Oversees all Princess Margaret Cancer Centre Lodge Office Administrative Operations.
• Provides frontline services for residents in a hotel-like environment.
• Manages incoming accommodation reservations, emails, and telephone calls for new residents.
• Adheres to resident admission criteria.
• Promotes hospitality in person, over the phone, and via email.
• Registers residents upon check-in and check-out with the electronic scheduling system.
• Conducts daily shift handovers and creates tracking reports (i.e., room lists, occupancies and vacancies, meal count, housekeeping services, etc.).
• Receives payments in multiple formats (e.g., cash, and/or credit card payments).
• Accounts for cash and credit/debit card receipts.
• Prepares Month End and relevant Financial Reports.
• Ensures residents comply with PM Lodge rules.
• Oversees all Princess Margaret Cancer Centre Lodge Resident Relations.
• Oversees day-to-day organization of reservations, resident inquiries, transportation, and overall resident satisfaction at the point of check-in and check-out.
• Resolves any guest concerns regarding booking inquiries, conflicts, and room assignment.
• Responds to emergency situations, as per established guidelines, to ensure resident safety, including taking the lead and directing staff, as required.
• Communicates regularly with PM Lodge staff on the topic of specific guest requests (e.g., room relocation, housekeeping needs, etc.).
• Problem solves and escalates PM Lodge issues, as required.
• Oversees the Princess Margaret Cancer Centre Lodge Facilities, Staff, and Volunteers.
• Oversees front desk and Lodge staffing, payroll submissions, and vacation requests, as required.
• Oversees staff sick time and ensures staff coverage, as required.
• Maintains oversight of PM Lodge’s physical appearance and ongoing facility maintenance.
• Communicates important updates to all PM Lodge staff and volunteers.
• Oversees the Lodge volunteers and program activities.
• Coordinates daily resident activities.
• Aligns with Princess Margaret Cancer Centre and Corporate Standards and Priorities.
• Liaises with appropriate Princess Margaret Cancer Centre and the University Health Network department managers regarding service standards.
• Implements corporate initiatives at the PM Lodge.
• Reports issues to PM Lodge Manager.
• Completes incident report forms and conducts reviews, as required.
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner.
• Adheres to all health, safety, and environmental policies and programs as required.
• Performs cross-functional and/or other duties consistent with the job classification, as assigned or requested.

What you'll bring

To succeed in this Office Coordinator role at the Princess Margaret Cancer Centre Lodge, you will combine a strong background in hospitality or administration with a compassionate approach to resident care. The ideal candidate will demonstrate excellent organizational skills and the ability to manage multiple tasks in a fast-paced environment, ensuring the smooth operation of the lodge.

• At minimum, completion of a 3-year community college program in Hotel Management, Business Administration, or in a related field with experience in hospitality or recognized equivalent required.

• At minimum, over 3 years up to and including 4 years of practical and related experience and/or on-the-job training required.
• Previous hotel experience is an asset and preferred.
• Previous team management experience in a working setting is an asset.

• Knowledge of basic bookkeeping and cashiering skills.
• Computer skills and administrative duties.
• Detail oriented.
• Excellent problem-solving skills.
• Ability to direct and oversee multiple tasks simultaneously.
• Effective verbal and written communication skills.
• Ability to work independently.
• Ability to function as part of the team in a fast-paced environment.

Your impact

As an Office Coordinator, your daily contributions directly enhance the experience of cancer patients staying at the Princess Margaret Cancer Centre Lodge. By efficiently managing bookings, resident check-ins, and addressing concerns, you provide a crucial layer of support, allowing residents to focus on their treatment. Your oversight of administrative operations, facilities, and coordination of staff and volunteers ensures a safe, welcoming, and well-organized environment, making a tangible difference in the lives of those undergoing cancer care at this vital centre.

About the company

University Health Network (UHN) is one of Canada's largest and leading research hospitals, dedicated to delivering world-class patient care, research, and education. Joining UHN means becoming part of a dynamic team committed to making a difference in healthcare. The Princess Margaret Cancer Centre is a key part of UHN, renowned globally for its comprehensive cancer care and research. UHN values its employees and offers a supportive environment where you can grow your career.

• Competitive offer packages.
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP).
• Close access to Transit and UHN shuttle service.
• A flexible work environment.
• Opportunities for development and promotions within a large organization.
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.).