We currently have a Regular Full-Time opportunity for an Membership Services Coordinator with Ontario’s Emergency Medical Assistance Team (EMAT), located at the Centre for Prehospital Medicine.
The Ontario Emergency Medical Assistance Team (EMAT) was established to help safeguard the province’s health care system from the consequences of health emergencies, mass casualty events, and infectious disease outbreaks. EMAT is a program under the Ministry of Health and Long-Term Care’s Health System Emergency Management Branch and is operated by the Sunnybrook Centre for Prehospital Medicine, a division of Sunnybrook Health Sciences Centre, a world leader in emergency, trauma, and prehospital medicine.
EMAT is an approximately 160-member team comprised of physicians, nurses, nurse practitioners, paramedics, social workers, medical radiation technologists, logistics specialists, planning specialists and other professionals.
The Emergency Medical Assistance Team (EMAT) is seeking a highly organized and detail-oriented Operations Coordinator to support its operational and administrative functions. Reporting to the Program Manager, the Operations Coordinator ensures compliance with organizational policies, facilitates team preparedness, and contributes to the smooth execution of deployments, training events, and other essential activities.
Key Responsibilities
- Maintain accurate records of team members in alignment with Sunnybrook Policies and Procedures.
- Track and process leaves of absence, resignations, and ensure the proper return of EMAT property.
- Manage clinical compliance reports and coordinate certifications, vaccinations, and member documentation updates.
- Support WSIB remittance reporting and ensure accurate filing.
- Facilitate recruitment and onboarding, including scheduling interviews, organizing orientation sessions, and preparing workspaces.
- Serve as the primary administrative point of contact for team-related activities and events.
- Communicate updates on databases, training schedules, and event details to team members.
- Build and nurture strong working relationships with internal and external stakeholders.
- Collaborate with Subject Matter Experts and the EMAT Incident Management Team (IMT) to plan and facilitate training events.
- Maintain course rosters, track enrollments, and recommend adjustments to schedules as necessary.
- Coordinate logistics for events, including travel and accommodations.
- Disseminate training schedules, monitor attendance, and collect participant feedback to evaluate effectiveness.
- Process and monitor invoices to ensure timely payment and accurate financial documentation.
- Assist with P-card reconciliation and requisition/purchase order creation.
- Organize and maintain financial records, including receipts, invoices, and employee expense claims.
- Support payroll by verifying invoices and ensuring timely and accurate payments.
- Ensure adherence to financial policies and confidentiality standards.
- Support the Emergency Operations Centre (EOC) and IMT with scheduling and travel logistics for deployments.
- Assist with pre- and post-deployment activities, including document preparation and after-action reporting.
- Compile data to support decision-making and improve operational processes
- Compliance and Governance The EMAT Operations Coordinator is responsible for ensuring adherence to:
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- Sunnybrook Corporate Policies and Procedures
- EMAT Policies and Procedures.
- Ministry of Health (MOH) Performance Agreement Requirements.
Qualifications
Proven experience in administrative or operations roles, preferably in healthcare or emergency management.
- Strong organizational and multitasking abilities.
- Proficiency in administrative software and tools.
- Exceptional communication and interpersonal skills.
- High level of attention to detail and confidentiality.
- Ability to prioritize tasks and escalate issues appropriately.
Education: Diploma or degree in Finance, Business Administration, or a related field.
Experience: 2+ years of administrative, financial, or clerical experience in a fast-paced environment.
Technical Skills:
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- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Experience with financial systems, databases, and reporting tools.
Working Conditions:
- This role will operate in both office and warehouse environments within the EMAT Operations Centre.
- Occasional travel will be required to support deployments or training events.
