Administrative Assistant / Coordinator – Financial Planning, Risk & Contract Management

Position Summary:   The Administrative Assistant / Coordinator provides high-level administrative, operational, and analytical support to the Financial Planning, Risk Management, and Contract Administration teams.  This role ensures smooth departmental operations, supports compliance and documentation processes, coordinates cross-functional activities, and contributes to efficient financial and risk-related workflows. The position requires exceptional organizational skills, strong attention to detail, and the ability to manage sensitive information in a fast-paced, highly regulated healthcare environment.     Key Responsibilities 1. Administrative & Operational Support Manage calendars and schedule meetings, ensuring accurate minute‑taking, clear documentation of action items, coordination of departmental events, and preparation of all meeting materials. Draft, format, and proofread correspondence, reports, presentations, and briefing notes. Maintain organized filing systems (digital and physical) for financial, risk, and contract documentation. Coordinate departmental communications and act as a central point of contact for internal and external stakeholders. Support onboarding activities for new team members, including access requests and orientation materials. 2. Financial Planning Support Assist with the preparation, formatting, and consolidation of annual budgets, forecasts, and financial reports. Track departmental expenditures, invoices, and purchase orders; support reconciliation processes. Maintain financial databases, spreadsheets, and dashboards used for planning and reporting. Support data collection and verification for audits, funding submissions, and regulatory reporting. Coordinate timelines, reminders, and deliverables for financial planning cycles. Coordinates reviews and monitors progress to ensure all departmental submission timelines are met. Supports the director with invoice and approval‑document processing as required. Tracks and maintains operational documents to ensure they remain accurate and up to date. 3. Risk Management Support Assist in maintaining the organization’s risk register, incident tracking systems, and compliance documentation. Support the preparation of risk assessments, mitigation plans, and quarterly/annual risk reports. Coordinate internal reviews, audits, and follow-up actions related to risk and compliance. Track policy updates, regulatory changes, and accreditation requirements; ensure documentation is current. Schedule and support risk committee meetings, including minute-taking and action item tracking. 4. Contract Administration Support Maintain the contract management database, ensuring accurate tracking of contract terms, renewals, and expirations. Assist with contract preparation, formatting, proofreading, and routing for approvals. Coordinate communication with vendors, legal teams, and internal departments regarding contract status. Monitor compliance with contract requirements and support documentation for audits and renewals. Maintain templates, checklists, and standardized documentation for contract workflows. 5. Data Management & Reporting Compile, organize, and analyze data for departmental dashboards, KPIs, and performance reports. Ensure data accuracy and integrity across financial, risk, and contract systems. Prepare summary reports, charts, and visualizations for leadership review. Support the implementation and optimization of digital tools and software used by the department. 6. Cross-Functional Coordination Liaise with Finance, Operations, Clinical Services, Procurement, Legal, and external partners. Coordinate multi-departmental projects, ensuring timelines and deliverables are met. Support communication and documentation for key committees, including Finance and Audit, Board committee, leadership teams, and external regulators. Assist with preparation for accreditation, compliance reviews, and government reporting cycles. Handles Other ad-hoc requests as needed   Qualifications Education Diploma or degree in Business Administration, Office Administration, Finance, Health Administration, or related field. Additional training in financial systems, risk management, or contract administration is an asset. Experience 3+ years of administrative or coordination experience, preferably in healthcare, long-term care, or a regulated environment. Experience supporting financial, risk, or contract functions is strongly preferred. Familiarity with long-term care regulations, funding models, and compliance requirements is an asset. Technical Skills Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Experience with financial planning tools, contract management systems, or risk management software. Strong data management and reporting skills. Ability to learn new digital platforms quickly. Core Competencies Exceptional organizational and time-management abilities. Strong written and verbal communication skills. High attention to detail and accuracy. Ability to handle confidential and sensitive information with discretion. Strong problem-solving skills and ability to work independently. Collaborative mindset with the ability to support multiple teams simultaneously. Working Conditions Fast-paced office environment within a large long-term care organization. Requires balancing multiple priorities and deadlines. Occasional extended hours during budget cycles, audits, or major reporting periods.   Salary Range $58,000 - $74,000