Administrative Coordinator – Pharmacy Services - Full Time - Markham Site

Land Acknowledgement

Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

Who You Are

• You are a team player with excellent communication, critical thinking and prioritization skills
• You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage
• You are a patient and/or client centered individual who performs at an exemplary standard

What We Are Looking For

• This position reports into the Director, Pharmacy Services. There are no direct reports.
• This is a progressive and independent role supporting a diverse portfolio. Providing support to the Director the candidate will be required to manage all aspects of the day to day calendar logistics with strong ability to organize, manage multiple competing priorities and ensure timely responses and follow through to Director, stakeholder include community partners. Excellent engagement and communication required with understanding of financial procedures and payroll support. Candidate will have view of highly confidential material and must display diplomacy, professionalism and political acuity. Some event sponsorship and planning as requested by the Director. Candidate will have the opportunity to illustrate strong technical, written and verbal skills as the Admin Coordinator supporting funding letters, meetings and time sensitive proposals.

Responsibilities Will Include

• Managing Director’s calendar by booking internal and external meetings, shuffling meeting schedules to accommodate high priority meetings, discussing with director any conflicts in meetings.
• Coordinating meetings at request of Director by organizing and preparing agendas, taking and distributing minutes and arranging logistics, as required.
• Support Director to prepare for annual audit by Ontario College of Pharmacists. Ensure all documentation, policies are prepared and completed for the audit day and site is booked with room bookings, prior to visit.
• Creating posters and invites for department rounds, distributing to units/team by email and posting on the huddle boards in the units, sending out calendar invites, corresponding with external speakers, attending rounds to ensure it runs smoothly, and attendance tracking. Distributing memo of participation to attendees after rounds have been completed.
• Arranging for staff appreciation events including food, drink, and décor ordering and setting up room.
• Upload and maintain policies on intranet for pharmacy
• Creating educational materials for drug notifications , presentations, special awareness days and grand round presentations
• Scanning, photocopying, faxing, emailing, and laminating.
• Completing cheque requisitions for vendors, arranging for authorization/signature, and submitting to Plexxus on behalf of Director.
• Cleaning and tidying meeting rooms and stocking with supplies needed for meetings.
• Assisting with various facets of special projects, as required, including corporate meeting oversight and back up (i.e. Operations Committee Meeting, Drugs and Therapeutics, etc)
• Identifying risks in communication and engagement of stakeholders across internal and external partners and providing the follow up accordingly.
• Assisting with onboarding of Director reports by: obtaining quotes for new office equipment (cell phone, desk phone, computer, monitors, computer programs) and furniture, if needed. Setting up office for Directors reports, IT and computer access before they start and arranging for cleaning. Adding individual to appropriate cost centres and forwarding to Plexxus, setting up meet and greets, ordering supplies, adding to appropriate Outlook distribution lists and forwarding appropriate meeting invites to them.
• Creating visio diagrams for director when needed
• Main administrative contact for multiple Outlook distribution lists. Keeping updated regularly
• Ensuring gaps in communication are filled in support of key program deliverables to support Director priorities.
• Working closely with Executive and Administrative Assistants, Project Managers, and Project Associates with meeting bookings for committees and working groups that Director is involved in.
• Completing vendor add forms for new vendors to be paid through Plexxus by reaching out to vendor, collecting contact and banking information, and submitting to Plexxus.
• Maintaining an effective filing system (hard copy and electronic files).
• Support Director to prepare for hospital accreditation yearly and ensure all policies are updated, submitted for review.
• Ensuring all contracts for equipment are renewed and service is booked for maintenance contracts monthly, quarterly, yearly
• Ensuring intranet and internet details of staff and units are accurate.
• Sending courier packages.
• Maintaining Excel spreadsheet of all items ordered through Plexxus
• Collecting and inputting payroll for approximately 70 individuals
• Arranging internal and external appointments and meetings ensuring the required stakeholders and materials are organized and prepared to ensure success of the appointment/meeting.
• Preparing and handling confidential Human Resource documents including performance conversations, performance management, legal documents, arbitration documents, complaints.
• Ordering food/coffee for meetings, picking up and setting up in meeting room.
• Arranging and planning group workshops and education sessions and special events by corresponding with external vendors/stakeholders, room bookings, supply ordering, creating posters to advertise, tracking attendees, collecting card information from attendees and forwarding to finance, creating receipts, ordering catering, following a budget, attending event to ensure it runs smoothly.
• Complete extensive end of month data collection for workload, ireport collation and power point preparation for presentation for committees
• Itemizing and sending old files to offsite storage for safe keeping according to Narcotic Bureau and Ontario College of Pharmacist requirements
• Completing, saving and submitting Director reimbursement forms and following up with Plexxus if payment has not been received.
• Creating memos, slide decks, letters, emails, reports, proposals, presentations, annual reports, spreadsheets, posters, flyers, signs, tracking documents, electronic invites, referral letters, etc.
• Booking Zoom and in-person meetings involving multiple stakeholders.
• Troubleshooting and researching IT related issues regarding Zoom, Microsoft programs and Adobe.
• Dealings with physicians and chiefs, key external stakeholders – requiring confidential and professional conversations. This requires influence to assist in physician and stakeholder engagement and conflict resolution in order to make just in time decisions to support deliverables for Director.
• Arranging Corporate, Departmental, and Clinical Operations Meetings and responsible for call for agenda items, arranging times and presentations with speakers, creating agenda, collecting and distributing material, taking minutes.
• Main administrative contact for key stakeholders within Oak Valley Health and external community partners.
• Registering for workshops and information sessions with various pharmacy stakeholders and external groups and organizing the sessions
• Entering and tabulating daily lists for pharmacists to follow up
• Ensure all is available for director to budget accordingly. Preparation for capital required for department is prepared for timely submission
• Dash board for pharmacy is maintained and updated monthly for review and shared with leadership team
• Paying invoices for Departmental contracts and director invoices

What You Bring To The Role

• Politically astute and excellent business acuity to ensure ability to recognize risk and mitigate communications to preserve goals and objectives.
• 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 organization related policies, health and safety legislation and best practices and completing relevant mandatory education as required.
• Superior communication (verbal and written) skills and the ability to effect strong public relations with external and internal partners, vendors , staff at other hospitals, MSH staff, MSH physicians, MSH volunteers and community.
• Proven well-developed customer-service focus.
• Demonstrates good attendance and performance records with the ability to maintain these same standards.
• Must demonstrate high initiative and efficiency with accurate attention to detail. Ability to mitigate without direction
• Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the Director.
• Proven ability to research and develop power point presentations for the Director.
• Completion of an Undergraduate Degree in administration, business, or political science is required.
• Minimum 5 years of previous administrative experience is required.
• Impact and influence to ensure physician engagement
• Demonstrated ability to work both independently and collaboratively within a team environment.
• 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 hospital related policies, health and safety legislation and best practices and completing relevant mandatory education as required
• Ability to maintain strict confidentiality and professionalism in all matters.
• Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times.
• Demonstrated good attendance and performance records with the ability to maintain these same standards
• Equipment to operate on the job: Computer, multiple screens, phone assist devices, fax, photocopier, cameras, speakers, projectors.
• Conflict resolution with respect to all stakeholders in ensuring all interests are met and this often involves independent decisions with priority flexibility to optimize outcomes.
• Proven MS Office proficiency (Word, Excel, Access, Visio and PowerPoint) required. Ability to trouble shoot and rebuild spreadsheets which are not user friendly. Ability to make these decisions with initiative, independence and without oversight
• Demonstrated excellent organizational skills with ability to prioritize and re prioritize tasks and meet deadlines in a fast-paced environment independently.

Work Schedule

Primarily Days, Monday to Friday, 8 hour shifts,

Please note schedules may change due to operational needs.

Compensation

Band Q: $32.65-38.29 per hour

Annual: $63,667.50 – $74,665.50

Who We Are

Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 468,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

Our 542 physicians, 35 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost. Are you ready to join us?

COVID Statement

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection to patients, staff and members of the public attending in the hospital, prior to the first day of employment with the Hospital, all successful candidates are required to provide proof of COVID-19 vaccination (full vaccination is required). In order to provide you with fair & equitable accommodation, you must submit supporting medical exemption documentation or an affidavit detailing why your religion prohibits you from receiving the COVID-19 vaccine.

Oak Valley Health diversity statement

Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration and we encourage applications from Indigenous peoples, members of sexual minority groups, members of racialized groups, persons with disabilities, and all others who may contribute to the further diversification of Oak Valley Health. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.

We are honoured to be recognized as one of Forbes Canada's Best Employers for Diversity 2022. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDI.

Required Skills

Required Experience