Administrative Assistant / Coordinator – Financial Planning, Risk & Contract Management

Position Summary:

The Administrative Assistant / Coordinator provides high-level administrative, operational, and analytical support to the Financial Planning, Risk Management, and Contract Administration teams.  This role ensures smooth departmental operations, supports compliance and documentation processes, coordinates cross-functional activities, and contributes to efficient financial and risk-related workflows. The position requires exceptional organizational skills, strong attention to detail, and the ability to manage sensitive information in a fast-paced, highly regulated healthcare environment.

Key Responsibilities

1. Administrative & Operational Support

• Manage calendars and schedule meetings, ensuring accurate minute‑taking, clear documentation of action items, coordination of departmental events, and preparation of all meeting materials.
• Draft, format, and proofread correspondence, reports, presentations, and briefing notes.
• Maintain organized filing systems (digital and physical) for financial, risk, and contract documentation.
• Coordinate departmental communications and act as a central point of contact for internal and external stakeholders.
• Support onboarding activities for new team members, including access requests and orientation materials.

2. Financial Planning Support

• Assist with the preparation, formatting, and consolidation of annual budgets, forecasts, and financial reports.
• Track departmental expenditures, invoices, and purchase orders; support reconciliation processes.
• Maintain financial databases, spreadsheets, and dashboards used for planning and reporting.
• Support data collection and verification for audits, funding submissions, and regulatory reporting.
• Coordinate timelines, reminders, and deliverables for financial planning cycles.
• Coordinates reviews and monitors progress to ensure all departmental submission timelines are met.
• Supports the director with invoice and approval‑document processing as required.
• Tracks and maintains operational documents to ensure they remain accurate and up to date.

3. Risk Management Support

• Assist in maintaining the organization’s risk register, incident tracking systems, and compliance documentation.
• Support the preparation of risk assessments, mitigation plans, and quarterly/annual risk reports.
• Coordinate internal reviews, audits, and follow-up actions related to risk and compliance.
• Track policy updates, regulatory changes, and accreditation requirements; ensure documentation is current.
• Schedule and support risk committee meetings, including minute-taking and action item tracking.

4. Contract Administration Support

• Maintain the contract management database, ensuring accurate tracking of contract terms, renewals, and expirations.
• Assist with contract preparation, formatting, proofreading, and routing for approvals.
• Coordinate communication with vendors, legal teams, and internal departments regarding contract status.
• Monitor compliance with contract requirements and support documentation for audits and renewals.
• Maintain templates, checklists, and standardized documentation for contract workflows.

5. Data Management & Reporting

• Compile, organize, and analyze data for departmental dashboards, KPIs, and performance reports.
• Ensure data accuracy and integrity across financial, risk, and contract systems.
• Prepare summary reports, charts, and visualizations for leadership review.
• Support the implementation and optimization of digital tools and software used by the department.

6. Cross-Functional Coordination

• Liaise with Finance, Operations, Clinical Services, Procurement, Legal, and external partners.
• Coordinate multi-departmental projects, ensuring timelines and deliverables are met.
• Support communication and documentation for key committees, including Finance and Audit, Board committee, leadership teams, and external regulators.
• Assist with preparation for accreditation, compliance reviews, and government reporting cycles.
• Handles Other ad-hoc requests as needed

Qualifications

Education

• Diploma or degree in Business Administration, Office Administration, Finance, Health Administration, or related field.
• Additional training in financial systems, risk management, or contract administration is an asset.

Experience

• 3+ years of administrative or coordination experience, preferably in healthcare, long-term care, or a regulated environment.
• Experience supporting financial, risk, or contract functions is strongly preferred.
• Familiarity with long-term care regulations, funding models, and compliance requirements is an asset.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with financial planning tools, contract management systems, or risk management software.
• Strong data management and reporting skills.
• Ability to learn new digital platforms quickly.

Core Competencies

• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving skills and ability to work independently.
• Collaborative mindset with the ability to support multiple teams simultaneously.

Working Conditions

• Fast-paced office environment within a large long-term care organization.
• Requires balancing multiple priorities and deadlines.
• Occasional extended hours during budget cycles, audits, or major reporting periods.

Salary Range $58,000 - $74,000