Administration Coordinator

POSITION SUMMARY:

The Administration Coordinator will support the mission and vision of SE Health by providing administrative support for three facilities- Millennium Tower (Vancouver), Khyaht (North Vancouver), and Sakura (Coquitlam). This role is responsible for scheduling, timekeeping, payroll, reporting, and special projects.

JOB RESPONSIBILITIES:

Activity A: Administration

• Scheduling:
  • Daily communication with each location related to shift filling needs.
  • Complete day to day shift filling (ex. sick calls) while adhering to established procedures and collective agreement call out requirements.
  • Daily updates to employee schedules in Procura based on above shift filling activities.
  • Creation, communication, and dissemination of monthly schedules (in Procura and paper-based rosters) in relation to approved vacation, employee leaves of absence, etc.
  • Work with site leaders on annual vacation planning and related shift filling requirements.
    
• Timekeeping:
  • Collects timesheets and performs timekeeping of unionized staff ensuring adherence to the collective agreement and within the established payroll deadlines.
  • Validates and verifies timekeeping data in Procura to ensure time codes / earning codes, overtime, casual shifts, etc. are accurate.
  • Update employee schedules (days working, shift times, days off, etc.) in Procura as needed to reflect real time changes in employee type and status.
  • Liaises with WCB and Disability Management Specialist to coordinate switch from Employer paid to WCB paid for regular staff once WCB claim has been approved.
  • Communicates with employees regarding payroll concerns and resolutions. Works with site leaders and home office payroll team to troubleshoot issues, identify root causes, and implement solutions.
  • Maintains annual vacation entitlement spreadsheet.

Activity B: Teamwork

• Build and support sustainable and productive relationships with all individuals including staff, senior management, physicians, the community, and families
• Fostering an enthusiastic and positive just culture within the organization while ensuring that all employees are treated respectfully and given the opportunity to succeed
• Demonstrate effective communication skills, problem solving, critical thinking and conflict resolution
• Demonstrate leadership qualities in support of department needs
• Motivates and supports leaders to set and achieve objectives
• Acts as a representative with external bodies including VCH, FHA, the ALR, BC Housing, CLBC, etc.
• Response to escalated issues pertaining to staff (including doctors and nurses), residents and family
• Liaison with community agencies, acting as a steward for the organization and industry

Activity C: Continuous Quality Improvement

• Develop and revise policies and procedures and monitor adherence to applicable regulations (ALR, RCR, etc.) and standards (ex. Accreditation)
• Engages in continuous evaluation and review of all processes and procedures to identify and recommend improvements
• Perform regular internal gap analysis to identify areas that require updating, further development, etc.
• Create and develop standardized processes including process mapping/manuals to guide onsite management in external audits.

Activity D: Special Projects and Other Admin

• Participates in special projects to advance the organization’s strategic priorities (ex. accreditation)
• Participates in selected committee/workgroup activities
• Monthly reporting to funders as necessary.
• Administrative tasks to support the daily and monthly operations including but not limited to, working with Accounts Receivable department to track rent payments, collecting resident banking information, producing and analyzing Procura reports (ex. attendance), supporting mandatory training compliance by employees, etc.
• Participate in Request for Proposals (RFP), grant applications, contract negotiations, etc.
• Supports the Executive Operations Manager, Site Operations Managers and Wellness Managers in meeting financial and expense targets
  • Other related duties as assigned

QUALIFICATIONS:

• Community College diploma in Business Adminstration
• 3-5 years' experience in Seniors Living and/or Gerontology setting an asset.
• Experience working in union environment
• Understanding of how the processes and operations of a care facility is required.
• Judgment and decision-making skills with ability to consider the relative costs and benefits of potential actions and choose the appropriate path.
• Possess prioritization skills necessary to use time effectively and set action plans to achieve business targets.
• Excellent oral, written & listening skills
  

Salary: $42,143- $52,679

Site: Hybrid (ability to travel across our 3 sites)

• Millennium Towers: 1175 Broughton St., Vancouver
• Khyaht: 3895 Phyllis Rd., North Vancouver
• Sakura: 566 Schoolhouse St., Coquitlam
  

About SE Health

At SE, we love what we do. Every day, we bring hope and happiness to clients, homes, and communities across Canada. We treat each person with dignity and love, like our own family; we build empathy; and we do the right thing. We are always inspired to make a difference. As a not-for-profit social enterprise, we share knowledge, provide the best care, and help each client to realize their most meaningful goals for health and wellbeing. We are an inclusive workplace offering competitive pay, benefits, pension, and work life balance. We’re a great place to work, and we hope you’ll join our team.

In the interest of the health and safety of our patients/clients, employees, and greater good of public health, SE Health requires those that wish to work for this organization to be fully vaccinated against COVID-19. Fully vaccinated means a person has received both doses of the COVID-19 vaccine and it has been 14 days since the last dose.

SE Health is committed to the success of all its employees. If you feel you need accommodations because of illness or disability, please do not hesitate to contact the Talent Acquisition team at careers@sehc.com at your earliest convenience.

Please apply online VeronicaKanwar@sehc.com