Coordinator, Corporate Services Jobs

Nucleus Independent Living is an innovative and learning organization, focused on providing exceptional, culturally-sensitive care to residents in the Mississauga Halton community to enable frail seniors and adults living with physical disabilities to live their best life independently, at home. Our highly committed staff embody our ICCARE values of Innovation, Compassion, Collaboration, Accountability, Respect, and Excellence in the delivery of personalized care, where every person’s experience is exceptional, every time. We are committed to creating a safe environment where you feel heard, valued for the work you do, able to grow and learn, and make a difference to every person you touch.

Position Summary

Reporting to the Manager, Corporate Services & Chief Privacy Officer, the Corporate Services Coordinator provides a wide range of support to Nucleus’ client service delivery and corporate functions across a number of sites.This role acts as back up to the Manager, Corporate Services and includes supporting with Board of Director coordination and executive administrative support functions.

With tasks and deliverables varying widely, this highly collaborative role will be responsible for taking leadership in planning and organizing Nucleus events (staff, community, Board) and be able to step in and take charge of administrative tasks as needed.

This role will support the corporate and operations departments in all aspects related to Personal Protective Equipment (PPE) for all staff to perform their jobs effectively. This includes but is not limited to procurement, distribution, reporting and all aspects of IPAC.

Other duties may include managing and coordinating special projects, being responsible for general office duties and providing effective and efficient support to both staff and clients. As a key member of the Nucleus team, this role is expected to present a positive and professional image of the organization during every interaction as well as work with the utmost integrity, to protect the privacy and confidentiality of all privileged information and activities according to the policies of Nucleus.

Position Responsibilities

Administrative

• Manage all Nucleus correspondence, such as mail, referrals, faxes and other methods of communication.
• Participates in continuous quality improvement by:
• Assist in coordinating logistics for meetings, workshops and/or events, including scheduling, invitations, telecommunications or IT support, catering requirements, location set-up and clean-up.
• Using supplies/equipment and resources in a cost-efficient manner
• Support the People and Culture team with digital filing project.
• Assists with development, implementation and monitoring, and improvement of standard operating procedures
• Act as first point of contact for the main Nucleus phone number, including answering and re-directing incoming calls, receiving couriers and other vendors with a high level of customer service and professionalism.
• Implementing efficient processes for staff and consumers
• Provide support functions for the senior leadership team which include attending and transcribing minutes of meetings when required with any follow up work required
• Compile, organize and prepare correspondence for meetings, conferences, and events
• Provide administrative and other support as required for projects such as Annual General Meeting, Annual Report, Board Reports and documents, Consumer Experience Survey, Accreditation, Stakeholder information and other ad hoc projects as needed.
• Acts as a resource to support all departments or projects as needed.
• Responsible for managing the hybrid work environment, assisting with logistics, booking of in person/physical space
• Identifying and communicating suggestions for improved services and use of resources
• Managing Nucleus’ supply chain for personal protective equipment, including developing value-add reports for the Senior Team’s information requirements
• Ensure common areas of Nucleus are kept tidy and in compliance with health and safety standards; coordinate custodial services as required.
• Ensure sensitive materials are kept confidential in accordance with organizational policies, procedures and legislation and addressed in the appropriate manner.

Board of Directors

• Will attend Board meetings to record minutes and tracking of action items
• Prepare, organize, and keep up to date records of all Board digital files
• Will manage the Board’s and Committee’s annual workplan process, with tracking, to ensure timely delivery of action items
• Will coordinate tracking of Board expenses
• Prepare and maintain by-laws, policies, and other public and confidential documents of the Board and its Committees in a timely manner
• Prepare Board of Director and Board Committee meeting notices, agendas, reports, materials and presentations, including the Annual General meetings and retreats
• Will coordinate and execute Board Meeting ancillary requirements, such as dinner coordination, and clean up after any in person meetings
• Manage all logistics for Board and Board Committee meetings

Inventory and Supply Management

• Update and provide master inventory database on a predetermined schedule.
• Support the departments to ensure employees have the necessary equipment and supplies, such as Personal Protective Equipment, they need to perform their jobs safely and effectively.
• Maintain records of all expenditures related to supplies and inventory.
• Develop reports for leaders; and follow up with department managers
• Provide support and/or lead, corporate and/or operational projects including process improvements.
• Establish inventory control procedures to ensure that items are used efficiently and effectively.
• Initiate and facilitate procurement of materials or equipment.
• On an ongoing basis, research and provide recommendations for alternative PPE supply, PPE disposal, maintaining Nucleus’ standard of safety excellence
• Identify vendors who are prioritizing/minimizing their environmental footprint in the production of PPE
• Monitor usage levels of supplies and ordering additional supplies in compliance with the standard of practice at all Nucleus sites.
• Coordinate with vendors to order items for inventory or special projects.
• Remain up to date and knowledgeable on Infection Prevention & Control (IPAC) practices

Special Projects

• Participate as an active member in corporate/ operational committees and/or special working groups, such as the Joint Health & Safety Committee, Wellness committee.
• Assist with deliverables for strategic projects, such as collecting client feedback for evaluation, contacting clients when needed, etc.
• Assist with the coordination and planning of Accreditation renewal process.

Other Responsibilities

Beyond the key accountabilities for this role, it is expected that the Corporate Services Coordinator will participate in Nucleus activities as both requested, and self-identified, and foster a culture of continuous quality improvement by offering suggestions for improved services, improved use of resources, and utilization of supplies/equipment and resources in a cost-efficient manner.

This position demonstrates professionalism and integrity all times. The Corporate Services Coordinator is expected to:

• Performs other related duties as assigned
• Protect the health and safety of themselves and others by using safe work practices; assisting in maintaining the cleanliness and safety of the workplace and following all guidelines as legislated under the Ontario Occupational Health and Safety Act
• Introduce and use digital tools, technology with a high degree of efficiency to automate workflows, monitoring of key processes, and other improvement on an ongoing basis
• Assist with the maintenance and/or implementation of accreditation standards related to this role and the organization in general. Ensures changes are accurately documented and up to date.
• Participate in continuing education initiatives to ensure skills and abilities continue to meet the needs of our agile environment
• Independent judgment is required to plan, prioritize and organize a diversified workload.
• Handle sensitive information with a high degree of confidentiality
• Use appropriate communication and actions to establish a courteous working relationship and ensuring a respectful and productive environment
• Demonstrate emotional intelligence and sensitivity when interacting with members of our large culturally diverse Clients and employee populations

Qualifications

• New graduates are welcome
• College Diploma or University Degree in Administration, Business or related health discipline.

Skills & Competencies

• Must possess high level of confidentiality and discretion
• Proficient in minute taking and experience creating and polishing documents and correspondence
• Proficient with technology (required: Microsoft Word, Excel, PowerPoint, Outlook, Publisher), office equipment and strong aptitude to learn how to use IT tools
• A high-quality productivity level within a fast-paced environment is a necessity.
• Good understanding of Nucleus’ vision, mission and values as well as strategic objectives and priorities
• Proven ability to respond effectively and efficiently to a wide variety of issues and deal with unclear situations and conflicting demands appropriately and in a timely fashion
• Excellent judgment in setting priorities, identifying issues and determining action required. Adept at balancing major concurrent tasks and projects with minimal supervision
• Passionate about delivering excellent customer service, and presenting a professional image
• Advanced technical skills with regard to using office equipment (fax, scan, copy) and knowledge of office equipment and IT systems
• Highly organized, possess a solid ability to plan, organize and effectively manage large volumes of work with a high degree of accuracy and extreme attention to detail
• Excellent oral and written communication skills, including the ability to prepare letters and reports, with little guidance
• Ability to problem-solve or assess a situation to determine the urgency and risk, and escalate accordingly
• Ability to multi-task, manage and meet timelines, and work well under pressure. Able to manage stress, adapt and move easily with change
• Ability to work in a professional, courteous and respectful manner with a variety of stakeholders
• Demonstrated experience working within a fast paced, continually evolving and customer service-centric environment.

SPECIAL CONDITIONS

• Requirement to support the Board at in person events, often outside of regular working hours
• Flexibility required to occasionally work extended hours and weekends, as the need arises.
• A Criminal Record Check will be conducted prior to and periodically throughout employment.
• While Nucleus has implemented a hybrid work policy, this role is predominantly in person, and is required to support all of Nucleus’ corporate sites.

WORK ENVIRONMENT

• No hazardous materials other than normal/usual household cleaning supplies are used.
• Smoking is not permitted in the office areas. Smoking areas are designated according to the policy of the building.
• Sitting, standing, walking, moderate lifting
• Special Equipment – computers, laptops, printers, photocopier and other office equipment, cell phone
• Work is conducted in an open office environment
• Nucleus Independent Living has a scent-free environment policy.

At Nucleus, we view our diversity as our strength. We know that the unique perspectives of our clients, caregivers and staff contribute to a better environment for all.

We are committed to listening, learning and amplifying the voices that will help make us be more inclusive and become better informed to serve our communities.

We embrace diversity, choose equity and action inclusion

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