Administrative Coordinator Jobs

Job Title:Administrative Coordinator

Reports To:Executive Director

Date:June 2023

The Canadian Thoracic Society (CTS) is the national specialty society for respirology in Canada representing respirologists, physicians and researchers as well as healthcare professionals from nursing, physical and respiratory therapy, and other disciplines working in respiratory health. The CTS promotes lung health by enhancing the ability of healthcare professionals through leadership, collaboration, research, education, advocacy, and by promoting the best respiratory practices in Canada. CTS is a dynamic, membership-based, non-profit professional association supported by a small staff team (https://cts-sct.ca/about-us/).

JOB SUMMARY

Reporting to the Executive Director, the Administrative Coordinator advances the mission of the CTS and strengthens operations by supporting cross-departmental functions and projects. They perform a variety of tasks in the provision of services to CTS members, including general administrative support for meeting processes and the organization of special events and programs for committees and Clinical Assemblies. Additionally, the Administrative Coordinator will support the Executive Director with the Board of Directors meetings, office administration functions including, but not limited to supplies, equipment, platform and applications, and other duties as may be required for successful organizational results.

The successful candidate will be an organized, team player, who is able to prioritize multiple projects with competing deadlines, liaising with the team to communicate outcomes and activities.

This is a full time, salaried position and includes a comprehensive benefits package after a 3 month the probationary period.

DUTIES AND RESPONSIBILITIES

• Provides general administration and coordination support to the Executive Director and assigned assemblies and working groups by following up on projects, transmitting information, and keeping informed of pertinent activities
• Types, proofreads, and processes a variety of documents, including general correspondence and memos, presentations and spreadsheets.
• Tracking of attendance, quorum and action items – polling for meetings
• Coordinate logistics for team meet-ups
• Participates in the development and organization of special projects and other activities as required.
• Provides basic financial administrative support such as preparation and processing of expense claims, invoices and cheque requisitions, as well as electronic and hard-copy record-keeping.
• Liaison/coordination with other CTS staff re: meeting outcomes and provision of Assembly input to other CTS committees and programs
• Maintains inventory of CTS resources and tools, including handling orders, shipping, invoicing and tracking materials and payments for reporting purposes.
• Evaluates emerging technologies; provide leadership and perspective for adoption where appropriate.
• Contributes to production of reports, articles, e-bulletin newsletters, website and internal communications
• Communication with assembly and working group members
• Prepares member recognition certificates and coordinates the production of recognition awards with suppliers
• Performs other duties as assigned from time to time
• Liaises with contractors and coordinates specific projects related to the development, dissemination and application of educational resources and tools.
• Follow-up on action item lists and communication with assembly and working group members to ensure completion of tasks
• Coordinates meetings and follow-up for CTS Board of Directors, Assemblies and Working Groups including: Preparation and distribution of meeting schedules, agendas, background papers, and minutes
• Virtual and ‘live’ event planning (Board meetings, assembly annual meetings, working group meetings, webinars, etc.)
• Supports successful delivery of Canadian Respiratory Conference through coordination of affiliated meetings, communications for moderators and speakers, processing faculty expense claims, monitoring conference mailbox, updating website, and supporting speaker/leadership travel and tracking

JOB REQUIREMENTS

• Detail oriented with a high degree of accuracy.
• Superior interpersonal, organizational, and administrative skills.
• Adaptable to change: able to shift gears and continue to perform at a high level to meet emerging needs.
• Ability to work in a fast-paced environment and handle a number of issues simultaneously, responding effectively and positively to pressure.
• Ability to work independently as well as collaboratively in a small staff team.
• High level of proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required
• Bilingual (English & French).
• Highly motivated, proactive and problem-solving self-starter.
• Excellent interpersonal skills and telephone manner; tact, diplomacy and maturity in dealing with members and the public.
• Excellent communication and customer/member service skills, verbal and written in English and French – and specifically minute and note taking
• Experience in using web-based systems and social media for gathering information and compiling content, as well as posting web-based updates (e.g., WordPress)
• Strong organizational and time management skills to meet scheduled deadlines.
• Positive attitude and a strong “get-the-job done” work ethic.

EXPERIENCE AND EDUCATION

• Experience working with members and volunteers in non-profit and/or health-related organization preferred.
• Minimum of 5 years of relevant experience
• Experience with administration, committee processes and project coordination.
• A relevant degree or diploma or designation

CTS is a remote office environment. Reliable internet access is required. Work may require some weekend and evening work. This position requires some travel within Canada to attend meetings and conferences.

START DATE:Immediately

TO APPLY: please forward a resume, covering letter with a description of experience and salary expectations to [email protected]

We thank all who apply, however, only candidates selected for an interview will be contacted.