Sinai Health is looking for a Project Administrator to support our Capital & Planning Strategy Department as well as our Capital Redevelopment Department within the Facilities & Capital Development Portfolio across both campuses at Sinai Health.

The Project Administrator is responsible for providing advanced administrative support to our major and minor capital projects, as well as planning and space operations initiatives including coordinating meetings, documenting decisions and communicating progress. The Project Administrator will also provide advanced administrative support for the Director Capital & Planning Strategy and Director of Capital Redevelopment.

The incumbent is the first point of contact for a busy, high profile cross-site department where customer service and professionalism are of prime importance. Working closely with the Directors, the Project Administrator is responsible for skillfully coordinating all administrative aspects related to the delivery of the portfolio’s core programs and services as well as managing the day-to-day operations of the office with confidence and efficiency.

In this role you will:

• Manage project and space request intake and triage including documentation and management of projects list and recording and reporting of key metrics for department
• Establish and maintain collaborative relationships with clinical and non-clinical programs and services, departments, integrated inter-professional teams, and working groups, front-line staff, and physicians
• Manage and process the financial invoices and tracking status of payment with the finance department
• Coordinate Steering Committee meetings, support the preparation of meeting materials, record minutes, and documentation of key decisions, action items and next steps
• Manage and facilitate project and departmental related announcements that affect hospital operations. Collect needed information for announcements from project teams and relay feedback received back to the project teams and distribute notifications. Working with the Hospital's Communication department for hospital wide communications
• Understand and anticipate portfolio priorities and needs to provide advanced and highly skilled administrative coordination
• Support the development and maintenance of metrics reports and dashboards
• Coordinate site visit planning logistics and off-site travel logistics
• Attentively manage and maintain confidential capital development, financial, planning, and departmental information and requests
• Efficiently schedule meetings, book space, track items for agendas, prepare agendas, and co-ordinate material for distribution and records minutes for meetings
• Triage various items between team members and clients, external stakeholders, and vendors
• Organize and maintain the departmental electronic filing system
• Coordinate and arrange construction site visits for various Hospital users, programs and departments, including the Sinai Health Foundation
• Monitor and document control procedures to ensure appropriate storage of critical project documents
• Assist in developing tools, manuals, guidelines, policies, templates, forms and Intranet information to support departmental activities and processes
• Perform quality management and administrative activities to ensure the efficient operation of the department
• Keep abreast of and deploys appropriate and up-to-date technological office support systems to ensure the most effective and efficient operation of the office
• Assist in managing financial accounts and cost centers for the portfolio
• Other general office-related duties as required (photocopying, supply orders, etc.)
• Promote a collaborative work environment and support colleagues as needed
• Perform other position related duties as required

Job Requirements

Job Requirements:

Mandatory

• Successful completion of a diploma in a related field (e.g. Business Administration) from an accredited educational institution

• A minimum of 3 years’ previous experience in an administrative role, preferably in a healthcare setting

• Applicants with proven equivalent recent and related training and experience may be considered

Skills and Knowledge

• Advanced technical skills including Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software

• Self-starter who sets priorities and drives deliverables to execution with minimal supervision

• Flexible with the ability to work efficiently in a fast-paced, multitasking and dynamic environment

• Excellent interpersonal and communication skills; professional, diplomatic and confident with a proven ability to work with individuals across all levels of the organization and external stakeholders

• Proven capability to work with highly sensitive and confidential information

• Excellent organizational and time management skills with the proven ability to manage competing demands

• Experience with working with financial data as well as budget and invoice management

• Demonstrated satisfactory work performance and attendance history

If this sounds like you and you feel ready to build your career within project administration, apply now and let us know why you’d be a great addition to our team.