The mission of the Department of Medicine is to provide outstanding clinical care, to provide superlative education and to maintain our position as a world-leading centre for research and innovation. The Department of Medicine is the largest department in Faculty of Health Sciences with 18 divisions in an academic, clinical and research environment employing over 1000 staff and 360 full-time faculty. The Operations Site Coordinator is an integral part of the management team and is responsible to provide front line supervision and HR support to staff and faculty members within all Divisions and client groups.
The Operations Site Coordinator is responsible for maintaining the efficient operation of one or more of the designated hospital sites(s) for the Department of Medicine. This role will provide effective operations management for the administrative & research support structure at the site. This position calls for independent decision making within an area of authority and for the exercise of leadership in the management of support services, strategic development and facilities planning.
Accountabilities:
HUMAN RESOURCES AND ADMINISTRATION
- Coordinates the human resources activities for a designated group of staff including recruitment, performance management and attendance management. Organizes, maintains, and provides information. Implements efficient record keeping systems including attendance and ensures payroll is submitted for designated staff at the hospital site
- Conducts the recruitment, selection, and appointment process for vacant administrative positions by interviewing candidates and making hiring decisions.
- Provides administrative and operational direction, implements the goals and objectives of the department by examining, reviewing, and assessing long-term as well as immediate needs of the faculty members with respect to their administrative support needs.
- Ensures provision of services by training, providing guidance and advice and carrying out supervisory
- responsibilities with respect to the support staff at the designated hospital site(s). Ensures that the
- administrative support needs of the department faculty and staff are competently and efficiently met.
- First point of contact for administrative & research staff at site regarding work related issues and
- concerns.
- Provides employees with support, coaching and counselling and implements performance improvement plans. In conjunction with Employee Health, implements positive return to work plans and manages accommodations for administrative staff.
- Reviews and revises position descriptions and evaluates existing and new positions as necessary.
- Acts as a department resource person for information purposes in relation to Collective Agreement, hiring procedures, benefits, vacation, sick time, LTD, incident/injury reporting and payroll process for designated support.
- Provides front-line service to faculty and staff.
- Regularly allocates staff to assist in offices/areas that are overwhelmed, staff off due to sickness/vacation and to clear any back log of work. Establishes work priorities and schedules in consultation with the Faculty Supervisor.
PHYSICAL RESOURCES AND FACILITIES MANAGEMENT
- Manages the physical resources with inventory, equipment, and space. Has decision making authority in these areas at the designated hospital site. Regularly confers with Director to allocate offices, arrange for the purchase of furniture and computer equipment.
- Responsible for the set-up of all offices/workspace at designated hospital site for the Department of Medicine.
- Attends regular strategic meetings with University and Hospital administration to discuss current and future plans for operational requirements including physical space, administrative support needs and change process management. Interacts with Hospital Services and Faculty of Health Sciences Facilities Management for issues relating to repairs, renovations, security etc.
STRATEGIC PLANNING
- With the Chief of Medicine, set up out-patient clinics, through the Clinic Managers as appropriate. Assists with the development of the clinic and allocates appropriate staff to manage the same.
- Attends meetings with Departmental and Hospital officials (Chiefs of Medicine and Managing Director) to plan and coordinate administrative support needs for the Department within one of our Hospital Partners sites (Hamilton Health Sciences /St. Joseph’s Healthcare).
- Attends regular strategic meetings with hospital partners to discuss operational impact process on patients experience and clinical offices and make recommendations for change as required.
- Ongoing collaboration with hospital partners and Department Director/Managers to manage change processes, including change implementation.
- Provides input and advises regarding operational flow issues.
- Maintains and adheres to standard operating procedures.
HEALTH AND SAFETY
- Ensures a safe and healthy working environment as per the Occupational Health and Safety Act and University policies and procedures including monthly work inspections.
- Ensures compliance for designated staff in terms of University and Hospital safety training requirements and maintains documentation of such training.
Qualifications:
Education and Experience:
- Undergraduate Degree in Business Administration or equivalent; CHRP or CHRP eligible
- Five years of managerial/supervisory experience within a unionized academic/hospital setting preferred
- Experience with human resources planning, payroll administration, health and safety and recruitment processes
- Previous experience working with facilities planning and property management
Knowledge and Skills:
- Proven supervisory and training skills with a focus on accomplishing departmental goals and objectives on a sustained basis
- Excellent oral and written communication skills, time management, organizational, interpersonal and people management skills are essential
- Collaborative management style and strong problem-solving skills with a focus on outcomes
- Above average knowledge of accounting principles, practices, and reporting processes
- Knowledge of University and Hospital (SJH) policies and procedures; Employment Standards Act, collective agreements, RMA/OHIP billing processes
- Ability to manage competing priorities and multiple demands while effectively managing the day-to-day operations of the hospital site(s)
- Ability to provide one on one training or in a group setting
- Excellent computer skills including proficiency in Meditech, PHS, Microsoft Office and MOSAIC HR and Finance is essential
- Knowledge of Electronic Medical Records Administration
Pay Transparency Statement
The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.
Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.
How To Apply
To apply for this job, please submit your application online.
