Administrative Coordinator

About the Opportunity

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.

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.

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.

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.

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.

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

About You

· 3+ years of administrative or coordination experience, preferably in healthcare, long-term care, or a regulated environment.

· Experience with financial planning tools and/or contract management systems

· Excellent Communication skills

Nice to have:

· Experience supporting financial, risk, or contract functions is strongly preferred.

· Familiarity with long-term care regulations, funding models, and compliance requirements is an asset.

Pay Range

$58,000 - $74,000 per year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 304087

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.