Administrative Coordinator

Reporting to the PMO Manager, the role of the Administrative Coordinator is to Maintain and update contracts database tracker to inform leadership of upcoming contracts and coordinate with managers, directors, Vice president on renewal of contracts and to coordinate renewal completion without disruption of service.

Compile necessary documentation, quotes approval forms needed to create the electronic requisition form.  Submit the form for the necessary approvals. Ensure invoices are received and paid within the fiscal year

Liase with finance through maintaining the contract database so finance can incorporate the fiscal dollar values for the contracts.

Submission of all eRTPs for HITs ensuring the documentation and cost centre is correct so that equipment and services can be procured in a timely fashion.

In partnership with eHealth, complete monthly eHealth financial forecast reporting for submission to Ontario Health,

• Complete capitalization of labour recoveries for all HITS projects including eHealth.
• Complete charge backs for project expenses including eHealth and HITS partners.
• Complete charge backs for HITS one time services, also monthly, quarterly and annual service agreement to partners
• Complete charge backs for HITS network ports for our partners (Foundation, VA, HWMH, HWMH etc) including transfer of funds for HITS services
• Ensure the corporate credit cards used by the HITs managers are reconciled with the invoices issued
• Align the invoices received in basware with the relevant PO so the manager can approve the invoices for payment
• Maintain a sharepoint site with Po’s and invoices by vendor so allow for easy reconciliation by the relevant manager/director
• Work with procurement and vendors to ensure invoices are submitted to the correct receiving services and investigate erroneous charges
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• Graduate of a Community College (Business Administration Diploma), program or equivalent
• Minimum 3 to 5 years experience in administrative role.
• Demonstrated proficiency in computer skills (Microsoft Office – Word, Excel, Access, Outlook, Powerpoint); Meditech general ledger, Intranet/Internet, MS Visio, Human Resources Information Systems.
• Strong administrative and organization background, ability to prioritize, multi-task, schedule and carry out tasks with a strong attention to detail, superb organization and management skills.
• Demonstrated excellence in effective communication (written and verbal), and interpersonal skills.
• Demonstrated effective and creative problem-solving abilities, positive attitude, initiative, and judgment in developing, adapting and applying processes to address problem situations.
• Strong team player skills with a strong sense of ownership and accountability and the ability to work independently.
• Demonstrated ability to handle confidential information and apply discretion.
• Demonstrated record in pursuing own continuing professional development and availing of opportunities for learning.