Office Coordinator

Office Coordinator - Competition #2024-560

About Us

The partnership of EFW Radiology owns and operates twelve community-based clinics providing Diagnostic Imaging, Maternal Fetal Medicine, and Pain Management services.

Our Core Values

Compassion: Treat everyone with care, kindness and respect.

Trust: Demonstrate empathy and understanding while partnering with patients, caregivers, communities and each other.

Meaning: Contribute to the well-being of our communities through healthcare, innovation, education and careers.

The Role

We are seeking a Regular Full-Time,Office Coordinator (FTE 1.0). Reporting to the Chief Executive Officer, the Office Coordinator will play a pivotal role in ensuring the efficient operation of our office while providing high-level support to our CEO and executive leadership team. This role combines administrative responsibilities with office management tasks, making it an ideal opportunity for a proactive, organized, and detail-oriented professional.

Key Responsibilities

• Provides administrative support to members of the executive team as requested
• Collaborates with Information Technology (IT) for network access, shared drive, and folder access by creating and tracking remedy tickets
• Supports the efficient operation of EFW’s head office by:
  • Managing the CEO appointment schedule and time commitments, including but not limited to receiving appointment requests, meeting/conference invitations, determining the urgency and nature of the requests, resolving time conflicts and notifying all relevant parties. Ensuring that background material is prepared in advance for all meetings highlighting key or significant points for consideration. Arranges travel and accommodation for the CEO as required.
  • Managing the flow of information through the head office by opening, sorting and distributing correspondence, including email, faxes and mail.
  • Identifies, researches and prepares draft responses for review and signature.
  • Prepares a variety of accurate and well-designed documents including confidential correspondence, memo’s meeting agenda, and reports.
  • Develops corporate records management systems ensuring that corporate records are available and filed in accordance with generally accepted document management principles.
  • Arranges corporate meetings and events as required.
  • Develop and implement policies and procedures related to office facilities
• Maintain and order required supplies including office supplies and first aid supplies for head office
• Works closely and collaboratively with EFW’s Reception Manager and teams on administrative processes
• Coordinates and supports Partnership meetings
  • Creates and distributes meeting agendas, motions, and proxy ballots.
  • Attends meetings for the purpose of taking accurate minutes.
  • Tracks and monitors action items following up on actions to ensure completion.
• Oversees partner and physician processes, including but not limited to:
  • Physician credentialing process ensuring that all permits are obtained on an annual basis. CPSA/CMPA Renewals
  • Manages and tracks QA Committee letters and certificates
  • Manages STATDX
  • Tracks EFW partner Non view box teaching hours
  • Manages EFW Physician parking at AHS
  • Onboarding/Offboarding of all Physicians
  • Collects items from offboarded physicians, returns items to appropriate departments and completes required documentation.
  • Coordinates residents and fellows on and off boarding with in EFW
  • Serves as a point of contact for physicians concerns and needs.
  • Provides administrative support for year-end corporate registry, medical peer review reporting, medical teaching hour tracking, and other yearly reporting.
• Builds strong collaborative working relationships inside EFW as well as with external stakeholder grounds including Alberta Health Services, University of Calgary, and other EFW partner organizations.
• Works collaboratively with Human Resources on physician recruitment initiatives including:
  • advertising, planning recruitment activities, developing service contracts in accordance with approved standards.
  • Ensures that effective onboarding process occurs and all paperwork and permits are in place for new physicians to practice medicine in the Province of Alberta, and within Community and AHS environments.
• Adheres to all privacy and confidentiality policies and procedures as they relate to EFW, our patients and our employees.
• Undertakes other related duties as assigned.

Values and Culture

• Demonstrates EFW values of Compassion, Trust, and Meaning in the workplace, leading by example at all times.
• Contributes to and supports a psychologically safe work environment for all EFW staff and physicians
• Demonstrates accountability for own work, behaviours and actions
• Fosters an enthusiastic and positive culture while ensuring that all employees are treated respectfully, and are given the opportunity to succeed
• Works collaboratively and respectfully with employees, leaders, EFW physicians, students, venders and all other stakeholders across the organization
• Demonstrates awareness of impact of own behaviours on others and an openness to understanding the perspectives of others
• Demonstrates commitment to personal and professional development, and self-awareness, and looks for ways to continuously learn and improve.

Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job; they are not intended to be an exhaustive list of all responsibilities and activities required of this position.

You have the following

• Administration Diploma including a minimum of five years related experience including three years working at a senior executive assistant level (CEO, COO, Board chair).
• Proven experience in office management and executive support roles
• Ability to effectively plan 1-3 months in advance to ensure that issues and opportunities are highlighted and brought to the forefront in a proactive manner. Ability to think proactively to promote the work of EFW.
• Ability to remain calm and manage competing priorities effectively and efficiently. Ability to track items for follow up ensuring that items are categorized and followed through on in a timely manner.
• Ability to work collaboratively and effectively with diverse teams at varying levels inside and external to EFW.
• Ability to compile information from various sources, analyzing information and presenting information in an easy to read manner.
• Ability to work effectively with diverse teams
• Excellent written and verbal communication skills including the ability to draft and compose letters, and memos. Demonstrated attention to detail in composing, typing and proofreading materials.
• Advanced Microsoft Office skills including Word, Excel and PowerPoint
• Ability to exercise sound judgement in a variety of circumstances
• Comfortable working with tight deadlines, turning around work demands in short time spans where demands are changing based on priorities.
• Ability to manage complex and highly confidential information
• Discretion and confidentiality are of the utmost importance
• Friendly and positive can-do attitude
• Proactive problem-solving abilities

Working Conditions

• Able to spend prolonged periods at a desk utilizing a computer and monitor and performing other close visual work as required (sitting, handling, touching, finger dexterity)
• Able to maintain concentration and working in a seated position for extended periods of time.
• Attend meetings at various clinic or hospital locations within Calgary and provide own transportation.
• May be required to support meetings and events during evenings and weekends

Why EFW?

We strive to deliver healthcare with compassion, earn the trust of referring physicians, and provide careers with meaning.

We offer our employees:

• A friendly, professional working environment
• An opportunity to have a career with meaning and opportunity for growth
• A competitive total rewards package
• Fun employee events including an annual holiday party and Family Movie Day

EFW Radiology is an equal opportunity employer. We are committed to hiring talented, qualified professionals without regard to race, age, gender, or any other protected ground and to providing an environment without discrimination.

Every effort is made to provide fair and equal employment and development opportunities and to ensure that our policies regarding hiring, compensation, promotions, and transfers are based solely on skills and capabilities, job requirements, job performance, and other job-related criteria.

If you are dedicated to quality patient care and want to join our team of dynamic health care professionals please submit your application by March 11, 2024.

We thank all applicants in advance, however, we will only contact candidates selected for an interview.