Overview The Healthcare Administrator’s multifaceted role requires strong organizational, communication, and leadership abilities. This position supports day-to-day healthcare operations, ensuring clients, practitioners, and staff receive professional and responsive administrative support.

Responsibilities include coordinating clinic workflows, maintaining accurate records, supporting service delivery, prioritizing client service excellence, managing internal and external stakeholder relationships, and helping ensure compliance with applicable healthcare standards in a growing practice environment. This role also supports collaboration with external research partners, including a contract research organization, and works closely with the medical team to support the delivery of clinical research activities.

Qualifications

- Post secondary diploma or degree in relevant field (e.g. healthcare administration, business administration, psychology, public health, or a related discipline)
- Experience in administrative and customer service position is considered an asset
- Strong attention to detail
- Outstanding communication skills
- Experience working in Microsoft
- Comfortable working with the public
- Provide a calming presence in interactions with clients
- Comfortable answering phones with proper phone etiquette
- Experience with Jane EMR is an asset

KEY RESPONSIBILITIES: The Healthcare Administrator plays a key role in supporting the smooth functioning of administrative and operational activities within a healthcare setting. Responsibilities include a range of duties that contribute to efficient service delivery, positive client experiences, and overall organizational success. Key duties and tasks for this role include:

Client Services Coordination

- Support the client intake process and flow through interdisciplinary clinic.
- Assist with scheduling appointments, maintaining confidential records, and helping ensure a smooth and positive client experience.
- Coordinate with healthcare professionals to support scheduling, communication, care coordination, and adherence to relevant policies and procedures.
- Support scheduling, client coordination, and administrative activities for programs or service initiatives as required.

Staff Coordination:
- Assist in creating schedules,



delegating tasks, mediating concerns, and fostering a positive work environment.
- Setting up and coordination of continuing education for health professional staff members employed in the facility, as may be required by their respective regulatory associations.

Stakeholder and Research Partner Coordination:
- Build and maintain qualified relationships with internal team members, external stakeholders, research partners, and contracted service providers.
- Support coordination with a contract research organization and medical team to help facilitate clinical research activities, communication, documentation, and operational follow-through.
- Act as a professional point of contact to help ensure information is shared appropriately, timelines are supported, and responsibilities are coordinated across partner groups.

Operations Coordination:
- Assist with maintaining the physical environment, including coordinating routine maintenance, repairs, and overall organization.
- Coordinate with vendors and service providers for equipment maintenance and supply deliveries.
- Monitor inventory levels for medical supplies and office equipment, ensuring that orders are placed in a timely manner.
- Support compliance with safety standards and regulatory requirements by assisting with regular inspections and audits.
- Manage inventory levels, order supplies required for services, and ensure proper storage and use of materials in accordance with legal, safety, and organizational guidelines.

Technology and Systems Coordination:
- Assist with maintaining electronic record systems, scheduling tools, and other technologies that support daily operations.
- Ensure technology is maintained and aligned with current standards, coordinating with service providers as needed.
- Provide support to staff in using electronic medical record systems, including assistance during upgrades or system changes.




- Purchasing equipment and other devices or supplies may be related to patient care.

Financial Coordination:
- Supply Ordering: Ensure that medical and office supplies are ordered efficiently and within budget.
- Handle Point of Sale (POS) transactions and assist with billing processes, ensuring accurate and timely completion.
- Billing Support: Assist with patient billing, verifying insurance information, and ensuring accurate coding and documentation.
- Invoice Processing: Handle or assist with processing invoices and payments for vendors and service providers.
- Cost-Saving Initiatives: Identify opportunities for cost reduction while maintaining quality of care.

Quality Improvement:
- Assist in coordinating and supporting quality assurance initiatives to improve services. Help implement enhancements based on feedback, evaluations, and established best practices.
- Ensure daily operations reflect organizational standards, goals, and values.

Emergency Preparedness:
- Assist in developing and organizing protocols for handling emergencies or urgent situations.
- Help coordinate staff training on emergency procedures to ensure readiness and safety during critical situations.

Other Duties:
- Perform other related duties as assigned to support overall functionality and efficiency.

REQUIRED SKILLS:
- A solid understanding of healthcare operations, client service, confidentiality, documentation practices, and regulatory compliance is beneficial.

Our Healthcare Administrator will be adept in the following:
- Team Coordination.
- Healthcare operations and regulatory compliance knowledge.
- Time management and ability to prioritize.
- Excellent communication skills both written and verbal.
- Proficient in technology and data management.
- Client-centred approach.
- Adaptability and flexibility.
- Quality and continuous improvement.
- Stakeholder relationship management and cross-functional collaboration.
- Ability to lift to 50 lbs.

Schedule:
- Full time, 8-hour shift (40 hours a week)
- In person, Monday - Friday, weekends as required

Experience:
- Administrative experience: 2 years (preferred)
- Previous experience in healthcare a bonus

Pay: $50,000.00-$55,000.00 per year

Work Location: In person

📌 Healthcare Administrator (Concord)
🏢 New Track Self Care
📍 Concord