Job Description

Nucleus Independent Living is an innovative and learning organization, focused on providing exceptional, culturally-sensitive care to residents in the Mississauga Halton community to enable frail seniors and adults living with physical disabilities to live their best life independently, at home. Our highly committed staff embody our ICCARE values of Innovation, Compassion, Collaboration, Accountability, Respect, and Excellence in the delivery of personalized care, where every person\xe2\x80\x99s experience is exceptional, every time. We are committed to creating a safe environment where you feel heard, valued for the work you do, able to grow and learn, and make a difference to every person you touch.

POSITION SUMMARY

Reporting to the Manager, Corporate Services & Chief Privacy Officer, the Corporate Services Coordinator provides a wide range of support to Nucleus\xe2\x80\x99 client service delivery and corporate functions across a number of sites.This role acts as back up to the Manager, Corporate Services and includes supporting with Board of Director coordination and executive administrative support functions.

With tasks and deliverables varying widely, this highly collaborative role will be responsible for taking leadership in planning and organizing Nucleus events (staff, community, Board) and be able to step in and take charge of administrative tasks as needed.

This role will support the corporate and operations departments in all aspects related to Personal Protective Equipment (PPE) for all staff to perform their jobs effectively. This includes but is not limited to procurement, distribution, reporting and all aspects of IPAC.

Other duties may include managing and coordinating special projects, being responsible for general office duties and providing effective and efficient support to both staff and clients. As a key member of the Nucleus team, this role is expected to present a positive and professional image of the organization during every interaction as well as work with the utmost integrity, to protect the privacy and confidentiality of all privileged information and activities according to the policies of Nucleus.

POSITION RESPONSIBILITIES

Administrative

• Act as first point of contact for the main Nucleus phone number, including answering and re-directing incoming calls, receiving couriers and other vendors with a high level of customer service and professionalism.
• Ensure common areas of Nucleus are kept tidy and in compliance with health and safety standards; coordinate custodial services as required.
• Provide support functions for the senior leadership team which include attending and transcribing minutes of meetings when required with any follow up work required
• Assist in coordinating logistics for meetings, workshops and/or events, including scheduling, invitations, telecommunications or IT support, catering requirements, location set-up and clean-up.
• Responsible for managing the hybrid work environment, assisting with logistics, booking of in person/physical space
• Manage all Nucleus correspondence, such as mail, referrals, faxes and other methods of communication.
• Compile, organize and prepare correspondence for meetings, conferences, and events
• Provide administrative and other support as required for projects such as Annual General Meeting, Annual Report, Board Reports and documents, Consumer Experience Survey, Accreditation, Stakeholder information and other ad hoc projects as needed.
• Participates in continuous quality improvement by:

• Identifying and communicating suggestions for improved services and use of resources
• Implementing efficient processes for staff and consumers
• Managing Nucleus\xe2\x80\x99 supply chain for personal protective equipment, including developing value-add reports for the Senior Team\xe2\x80\x99s information requirements
• Using supplies/equipment and resources in a cost-efficient manner
• Assists with development, implementation and monitoring, and improvement of standard operating procedures
• Ensure sensitive materials are kept confidential in accordance with organizational policies, procedures and legislation and addressed in the appropriate manner.
• Support the People and Culture team with digital filing project.
• Acts as a resource to support all departments or projects as needed.

Board of Directors

• Prepare Board of Director and Board Committee meeting notices, agendas, reports, materials and presentations, including the Annual General meetings and retreats
• Will coordinate and execute Board Meeting ancillary requirements, such as dinner coordination, and clean up after any in person meetings
• Will coordinate tracking of Board expenses
• Will attend Board meetings to record minutes and tracking of action items
• Will manage the Board\xe2\x80\x99s and Committee\xe2\x80\x99s annual workplan process, with tracking, to ensure timely delivery of action items
• Prepare and maintain by-laws, policies, and other public and confidential documents of the Board and its Committees in a timely manner
• Manage all logistics for Board and Board Committee meetings
• Prepare, organize, and keep up to date records of all Board digital files

Inventory and Supply Management

• Support the departments to ensure employees have the necessary equipment and supplies, such as Personal Protective Equipment, they need to perform their jobs safely and effectively.
• Develop reports for leaders; and follow up with department managers
• Monitor usage levels of supplies and ordering additional supplies in compliance with the standard of practice at all Nucleus sites.
• Coordinate with vendors to order items for inventory or special projects.
• Identify vendors who are prioritizing/minimizing their environmental footprint in the production of PPE
• On an ongoing basis, research and provide recommendations for alternative PPE supply, PPE disposal, maintaining Nucleus\xe2\x80\x99 standard of safety excellence
• Maintain records of all expenditures related to supplies and inventory.
• Establish inventory control procedures to ensure that items are used efficiently and effectively.
• Update and provide master inventory database on a predetermined schedule.
• Initiate and facilitate procurement of materials or equipment.
• Remain up to date and knowledgeable on Infection Prevention & Control (IPAC) practices
• Provide support and/or lead, corporate and/or operational projects including process improvements.

Special Projects

• Participate as an active member in corporate/ operational committees and/or special working groups, such as the Joint Health & Safety Committee, Wellness committee.
• Assist with the coordination and planning of Accreditation renewal process.
• Assist with deliverables for strategic projects, such as collecting client feedback for evaluation, contacting clients when needed, etc.

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OTHER RESPONSIBILITIES

Beyond the key accountabilities for this role, it is expected that the Corporate Services Coordinator will participate in Nucleus activities as both requested, and self-identified, and foster a culture of continuous quality improvement by offering suggestions for improved services, improved use of resources, and utilization of supplies/equipment and resources in a cost-efficient manner.

This position demonstrates professionalism and integrity all times. The Corporate Services Coordinator is expected to:

• Demonstrate emotional intelligence and sensitivity when interacting with members of our large culturally diverse Clients and employee populations
• Independent judgment is required to plan, prioritize and organize a diversified workload.
• Handle sensitive information with a high degree of confidentiality

• Use appropriate communication and actions to establish a courteous working relationship and ensuring a respectful and productive environment
• Introduce and use digital tools, technology with a high degree of efficiency to automate workflows, monitoring of key processes, and other improvement on an ongoing basis
• Protect the health and safety of themselves and others by using safe work practices; assisting in maintaining the cleanliness and safety of the workplace and following all guidelines as legislated under the Ontario Occupational Health and Safety Act
• Participate in continuing education initiatives to ensure skills and abilities continue to meet the needs of our agile environment

• Assist with the maintenance and/or implementation of accreditation standards related to this role and the organization in general. Ensures changes are accurately documented and up to date.
• Performs other related duties as assigned

QUALIFICATIONS

• College Diploma or University Degree in Administration, Business or related health discipline.
• New graduates are welcome

SKILLS & COMPETENCIES

• Proven ability to respond effectively and efficiently to a wide variety of issues and deal with unclear situations and conflicting demands appropriately and in a timely fashion
• Excellent judgment in setting priorities, identifying issues and determining action required. Adept at balancing major concurrent tasks and projects with minimal supervision
• Ability to work in a professional, courteous and respectful manner with a variety of stakeholders
• Good understanding of Nucleus\xe2\x80\x99 vision, mission and values as well as strategic objectives and priorities
• A high-quality productivity level within a fast-paced environment is a necessity.
• Excellent oral and written communication skills, including the ability to prepare letters and reports, with little guidance
• Proficient in minute taking and experience creating and polishing documents and correspondence
• Ability to problem-solve or assess a situation to determine the urgency and risk, and escalate accordingly
• Proficient with technology (required: Microsoft Word, Excel, PowerPoint, Outlook, Publisher), office equipment and strong aptitude to learn how to use IT tools
• Advanced technical skills with regard to using office equipment (fax, scan, copy) and knowledge of office equipment and IT systems
• Highly organized, possess a solid ability to plan, organize and effectively manage large volumes of work with a high degree of accuracy and extreme attention to detail
• Ability to multi-task, manage and meet timelines, and work well under pressure. Able to manage stress, adapt and move easily with change
• Must possess high level of confidentiality and discretion
• Passionate about delivering excellent customer service, and presenting a professional image
• Demonstrated experience working within a fast paced, continually evolving and customer service-centric environment.

SPECIAL CONDITIONS

• A Criminal Record Check will be conducted prior to and periodically throughout employment.

• Flexibility required to occasionally work extended hours and weekends, as the need arises.
• Requirement to support the Board at in person events, often outside of regular working hours
• While Nucleus has implemented a hybrid work policy, this role is predominantly in person, and is required to support all of Nucleus\xe2\x80\x99 corporate sites.

WORK ENVIRONMENT

• Special Equipment \xe2\x80\x93 computers, laptops, printers, photocopier and other office equipment, cell phone
• Sitting, standing, walking, moderate lifting
• Work is conducted in an open office environment
• Smoking is not permitted in the office areas. Smoking areas are designated according to the policy of the building.
• Nucleus Independent Living has a scent-free environment policy.
• No hazardous materials other than normal/usual household cleaning supplies are used.

At Nucleus, we view our diversity as our strength. We know that the unique perspectives of our clients, caregivers and staff contribute to a better environment for all.

We are committed to listening, learning and amplifying the voices that will help make us be more inclusive and become better informed to serve our communities.

We embrace diversity, choose equity and action inclusion

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Nucleus Independent Living