Administrative Coordinator 2 - DI

Position Details

Job Number:

JR02472

Department:

Diagnostic Services Administration Charlton

Job Type:

Regular, Full time

Work Environment:

Contract Duration: (If applicable)

0 months

Number of Positions:

1

Hourly Rate (Min / Max):

$35.2957 - $40.9169

Schedule

Work Days:

Monday to Friday

Time of Day:

Days

Shift:

Hours - 7.5

Shift Start: (If applicable)

Reason for Posting:

Posting is for a role with an existing vacancy

Application Dates

Opening Date:

2026-10-13

Closing Date:

2026-10-20

Job Description

Position Summary
The Administrative Coordinator provides direct support to the Chief of Diagnostic Imaging, the Deputy Chief of Diagnostic Imaging, and Radiologist team. Representing the Department, Hospital, and Academic Department with professionalism and discretion is essential, requiring excellent communication, resourcefulness, problem-solving abilities, and the ability to maintain strict confidentiality. The successful candidate will possess proven independent decision-making and critical-thinking skills, demonstrate enthusiasm and professionalism, and foster effective collaboration within multidisciplinary teams across both the hospital and academic setting.

Qualifications

• Completion of a two-year post-secondary diploma in Office Administration, Business Administration, Health Administration, or a related field is required.
• Three (3) to five (5) years of progressive administrative experience in a complex healthcare environment is required.
• Demonstrated experience coordinating physician recruitment, credentialing, hospital appointments, academic appointments, onboarding, and licensing processes is an asset.
• Experience providing administrative support to physicians, physician leadership, academic medical departments, residency programs, or postgraduate medical education programs is considered an asset.
• Proven organizational, analytical, and problem-solving skills, with the ability to establish priorities, exercise sound judgment, manage competing demands, and work independently with minimal supervision.
• Ability to adapt to evolving processes, technologies, and departmental priorities while maintaining a high degree of accuracy, professionalism, and attention to detail.
• Demonstrated ability to handle sensitive and confidential physician, academic, quality assurance, and departmental information with discretion and professionalism.
• Advanced proficiency in Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel.
• Advanced Microsoft Excel skills, including:
• Development and maintenance of PivotTables and Pivot Charts.
• Use of formulas and functions such as XLOOKUP, VLOOKUP, IF, COUNTIF, SUMIF, and conditional formatting.
• Data validation, data analysis, and report generation.
• Experience compiling, analyzing, and presenting statistical data, quality assurance. metrics, scheduling reports, physician performance indicators, and academic program statistics is considered an asset.

Responsibilities

Provide administrative support to the Chief of Radiology, Deputy Chief, Lead Radiologists, Radiologists, Clinical Fellows, Residents, Fellowship Program Leads, Residency Program leadership, and Site Supervisors. This position is an integral member of a collaborative administrative team supporting the Chief. While individual team members may lead designated projects, initiatives, or operational functions, team members are expected to maintain a broad understanding of team responsibilities and provide cross-coverage and support as required to ensure seamless operations and service excellence.

Recruitment and Onboarding: Lead and coordinate all administrative aspects of the recruitment, credentialing, and onboarding of Radiologists, Clinical Fellows, and Radiology Residents including hospital and academic appointments, credentialing, CPSO licensure, coordinating interviews, contract documentation, and orientation and off-boarding processes.

Scheduling and Schedule Administration: Coordinate and maintain Resident, Clinical Fellow, and Radiologist schedules using standard block scheduling methodologies and the QGenda scheduling platform. Process daily scheduling updates, monitor leave and conference requests, ensure appropriate coverage, and maintain accurate rotation, attendance, leave, and program statistics for reporting and academic purposes.

Academic Department of Radiology: Coordinate and administer the Visiting Professor Program in collaboration with McMaster University's Department of Radiology and St. Joseph's Healthcare Hamilton, including event planning, scheduling, travel and accommodation arrangements, communications, and related administrative support.

Quality Assurance Program: Coordinate and support the Department of Radiology Quality Assurance Program, including the collection, analysis, tracking, and reporting of quality metrics, physician peer review data, and departmental performance indicators, and continuous quality improvement initiatives.

Department Statistics: Ability to analyze, summarize, and present complex scheduling, physician, residency, and quality assurance data in a clear and meaningful format for leadership decision-making. Prepare statistical summaries, presentations, and reports for the Chief, Academic Chair, quality committees, accreditation reviews, and departmental leadership meetings.

Coordination of educational sessions and rounds:   Coordinate all aspects of weekly departmental rounds and educational activities, including physician, resident, and fellow teaching rounds. Responsibilities include preparing patient cases and facilitating submission to PACS for case review and discussion; supporting presenters; and managing all related administrative, logistical, and technical requirements to ensure the successful delivery of educational sessions. Coordinate Visiting Professor events, academic meetings, and special educational initiatives, including scheduling, room bookings, virtual meeting coordination, preparation and distribution of materials, participant communications, attendance tracking, and the maintenance and submission of patient and program data required for reporting, accreditation, and academic purposes.

Coordination of activities:  Coordinate and schedule meetings, prepare agendas, record accurate meeting minutes, distribute action items, and follow up. Coordinate and schedule meetings, prepare agendas, record accurate meeting minutes, distribute action items, and follow up documentation in a timely manner. Maintain organized record of meeting materials. Program and event coordination and other duties as required. required. up documentation in a timely manner. Maintain organized record of meeting materials. Program and event coordination and other duties as required.

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St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process (recruit@stjoes.ca).