Job Posting – Administrative Coordinator
ABOUT US
Stevenson Memorial Hospital is a growing healthcare facility in New Tecumseth, Ontario, serving South Simcoe and surrounding communities. Stevenson Memorial Hospital Foundation has launched a bold redevelopment campaign to purchase essential equipment, upgrade leading-edge technology, and complete the critical renovations essential for a transformative expansion and redevelopment. We invite you to join us on this historic journey so that you can play a part in revitalizing this invaluable community resource.
POSITION SUMMARY
Reporting to the Foundation CEO, the Executive Coordinator delivers administrative support to the CEO, Foundation Board of Directors, and Board Standing Committees. This position also acts as a backup for the Database Administrator and collaborates with the rest of the Foundation Team to ensure the completion of special projects and other activities.
1. GENERAL RESPONSIBILITIES
- Prepares correspondence, reports, agendas, minutes, memos, and presentation materials for the Foundation CEO and the Board of Directors.
- Coordinates, schedules, and attends Board and Committee meetings (prepares agendas, motions, and related material in advance of the meeting, records deliberations and prepares minutes, maintains all official minutes, and distributes all materials in advance of and following the meeting).
- Liaises with Board and Committee Chairs in preparation of agendas and supporting material.
- Organizes and coordinates internal and external meetings for the CEO.
- Organizes the Foundation’s Annual Meeting of Members, including recording and maintaining annual corporation membership.
- Maintains Foundation By-laws and the Board Policy Manual.
- Maintains electronic and paper filing systems.
- Arranges registration, accommodation, and travel for CEO/Board members to attend conferences.
- Tracks and maintains a record of Board terms and education.
- Maintains office supplies and equipment.
- Processes incoming and outgoing mail/couriers.
- Processes phone-in donations and inquiries.
- Coordinates and submits office HR time sheets.
- Monitors and maintains general Foundation email and voicemail.
- Processes approvals for invoices and expense reports.
- Prepares support materials for yearly audit.
2. QUALIFICATIONS
Must haves:
- University degree or community college diploma in a relevant field, such as business administration or fundraising, or a combination of education and work experience.
- Minimum of 2 years experience in an administrative role.
- Experience working with boards of directors or committees.
- Proficient in all Microsoft Office Suite applications.
- Experience working with a CRM database.
Other Attributes:
- Professional demeanor and decorum, with the ability to effectively handle requests and interact with donors and key stakeholders, including the Board Chair, Board of Directors, and volunteers.
- Capability to manage multiple projects simultaneously and work well under pressure.
- Excellent interpersonal, diplomacy, and team-building skills.
- Demonstrated respect and assurance of privacy and confidentiality.
- Strong organizational and time management skills with effective prioritization ability.
- Ability to work effectively with minimal supervision.
- Strong verbal and written communication skills with exceptional attention to detail and accuracy and the ability to develop professional correspondence.
- Experience in the non-profit sector is an asset.
3. WORKING ENVIRONMENT AND BENEFITS
- Full Time – Permanent
- Extended health and dental employee benefits program
- Pension plan
- Salary range: $52,051 – 55,000
HOW TO APPLY
Interested applicants are asked to submit a PDF cover letter and resume by email to: (foundation@smhosp.on.ca).
No phone calls, please. We thank all applicants for their interest; however, only those selected for an interview will be contacted.