Administrative Support (Health Studies)

Job Description:

* this position works 37.5 hours per week for the academic year (end of August to end of May reoccurring each year) 

This Administrative Support position plays a key role in supporting the day-to-day operations of the Health Studies program. Working closely with the Program Manager, clinical coordinators, faculty, and staff, this position coordinates clinical placements, supports hiring and onboarding processes, manages scheduling and budgeting activities, and ensures efficient administrative operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

• Collaborate with the Program Manager and clinical coordinators to support clinical operations.
• Collect, track, and maintain student clinical documentation and coordinate required training and system access.
• Assist with preceptorship organization, including scheduling, preparing packages, and distributing finalized schedules.
• Maintain and organize course materials and documentation through Microsoft Teams.
• Coordinate hiring processes, including preparing Appointment Authorizations and ensuring alignment with budget and contract terms.
• Support onboarding by distributing, collecting, and processing HR documentation, coordinating orientation meetings, and providing timesheet guidance.
• Schedule and coordinate lab assistants and clinical staff, monitor hours, and manage timesheet submissions.
• Maintain ongoing communication and provide support to staff regarding scheduling and HR-related matters.
• Track and monitor Casual Salaries budgets, ensuring accuracy and compliance with approved allocations.
• Assist with budget forecasting, annual salary estimates, and resolving discrepancies with Finance.
• Support purchasing processes, including obtaining quotes and preparing requisitions.
• Maintain staff records, credentials, and departmental tracking spreadsheets.
• Coordinate meetings, including scheduling, agenda preparation, documentation, and minutes.
• Provide room scheduling software support to staff and review and approve booking requests.
• Manage office supplies and ensure maintenance of office equipment.
• Provide room scheduling software support to staff and review and approve booking requests.

Qualifications: 

• Post-secondary diploma in business/office administration or an equivalent combination of education and experience coupled with one to two years related work experience.
• Previous experience in an administrative or office environment.
• Strong computer skills and proficiency with modern office software and systems.
• Exceptional attention to detail and accuracy.
• Excellent time management and organizational skills.
• Demonstrated ability to prioritize tasks, meet deadlines, and multitask effectively.
• Strong communication and interpersonal skills.
• Basic accounting knowledge and budget awareness.
• Project management skills with the ability to coordinate multiple processes simultaneously.
• Experience working in an educational or healthcare setting is considered an asset.

Holland College is committed to fostering a respectful working and learning environment.  Equal opportunity will be given to applicants of diverse backgrounds, Holland College welcomes applications from individuals with marginalized identities and accommodations are available on request for candidates taking part in all aspects of the selection process. In keeping with the terms and provisions of the College’s various employment and collective agreements, priority may be given to internal candidates.

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