CharityVillage

Key Responsibilities:

1. Clinical Administrative Support  

• Provide direct administrative support to the Medical Director & Director of Operations, including managing schedules, coordinating clinical meetings, and preparing relevant documentation.
• Maintain and update patient records in compliance with privacy regulations and organizational policies
• Coordinate and schedule clinical staff, including doctors, nurses, and support personnel, ensuring optimal staff coverage.
• Manage the procurement and inventory of clinical supplies, ensuring all necessary materials are available and stocked.
• Prepare and submit reports related to patient care, clinical outcomes, and regulatory compliance which supports the clinical team.
• Support financial activities such as processing invoices, tracking expenses, and preparing financial reports.
• Manage and update organizational databases, ensuring information is current and easily accessible.

2. Operational & Project Management Support  

• Assist the Director of Operations with HR-related tasks specific to clinical staff, such as onboarding, organizing training sessions, and maintaining records.
• Coordinate and schedule stakeholder meetings, including preparing agendas, distributing meeting materials, and taking minutes.
• Provide project management support, including tracking project timelines, coordinating resources, and ensuring timely completion of deliverables.
• Support the Board of Directors and committees by coordinating meetings, preparing agendas, distributing materials, and taking minutes..
• Compile and organize program reports for clinical services, ensuring timely submission to stakeholders.

3. General Administrative Duties

• Manage the calendars and appointments for both the Medical Director and Director of Operations.
• Serve as a point of contact for clinical inquiries, directing them to the appropriate staff members.
• Work on reporting tasks pertaining to the EMR, Donor Database & Non-Profit CRM.
• Assist with special projects and events, particularly those related to clinical care and patient services.
• Other duties as assigned 

Reporting Structure:

The Administrative Coordinator will report directly to both the Director of Operations and the Medical Director. This dual reporting structure reflects the role’s responsibilities in supporting both the operational and clinical functions of the organization.

Qualifications:  

• Proven experience in healthcare administration, preferably with experience in a public medical environment.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal, with an ability to interact effectively with staff and the centre’s clients.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with electronic health records (EHR) systems.
• Experience in project management, including the ability to manage multiple tasks and timelines effectively.
• A commitment to providing compassionate care and support to our patient population.

About CCRIHC

The Canadian Centre for Refugee & Immigrant Healthcare (CCRIHC) is committed to providing equitable, compassionate, and non-judgmental healthcare to refugees and immigrants in Canada. As the first volunteer medical clinic in the country focused on this mission, CCRIHC plays a vital role in ensuring that those new to Canada receive the care they need, regardless of their status or ability to pay. Each year, the Centre’s dedicated volunteers deliver over $1 million in direct medical and dental services, alleviating strain on the healthcare system by reducing ER visits and hospitalizations.