Coordinator

About Proximity 

Proximity Institute is an independent charitable organization dedicated to leadership development and change leadership at the most senior level in Ontario hospitals. We seek to understand the contextual realities facing Ontario hospitals and work in partnership with CEOs and their leadership teams on the priorities that matter most. Our long-term ambition is to work collaboratively with hospitals to identify, develop and ready a quality pipeline of emerging CEO talent. Our work is a combination of contextual analysis, original applied research, development of learning interventions, creation of leadership development collateral and engagement with stakeholders in the Ontario hospital sector.  All this work aims to enable effective leadership on the priorities that matter most to the leaders of Ontario hospitals.  

Proximity was founded by the Ontario Hospital Association (OHA). 

About the Role:

The Coordinator is an integral member of the small, high-performing Proximity team. This role reports directly to the Operations Officer with a matrixed reporting line to the Vice President on selected projects. The right candidate has 5 years of experience in administration and familiarity with project lifecycles and operations support.  

The successful candidate will:

• Be energetic, passionate, and adept at solving problems
• Thrive in a fast-paced work environment, working closely in a multidisciplinary team
• Be curious and relentless in the pursuit of delivering our priorities that matter most to leadership in the Ontario hospital sector.

Role and Accountabilities

Project/research/event management support on an array of leadership development activities (65%)

• Support project communication and outreach, including digital registration of participants and facilitators for leadership events.
• Prepare, package, and share relevant materials for leadership research such as focus groups or interviews.
• Organize and support project meetings including taking detailed notes to support documentation of stakeholder discussions and track action items that ensue.
• Make meaningful contributions to Proximity projects.

Operations Excellence (30%)

Governance Support

• Maintain the annual schedule of governance meetings (board, board committee, AGM)
• Support preparation for these quarterly meetings working closely with Proximity leadership.
• Maintain Board information such as: Board of Director contacts, Board Appointment Terms, Board Committee composition, Board meeting attendance, and the distribution and collection of signed annual board and committee forms.
• Support and coordinate all aspects of virtual and in-person Board meetings working alongside Proximity’s governance professional.

Operating Support 

• Monitor day-to-day operational systems and processes and trouble-shoot as required.
• Support Human Resources administration.
• Track budget information and prepare accurate reports on a regular basis for Management and Board, including quarterly financial reports, working closely with the Operating Officer.
• Process cheque requisitions, requests for invoices, and invoices and expense claim forms.
• Maintain organized electronic filing systems.

Administrative Support for Senior Management (5%)

• Calendar management, travel arrangements, internal communications, maintaining office equipment and office supplies

Qualifications & Skills

• The ideal candidate has a robust track record of demonstrated excellence and performance in general administration and operations, ideally with five years’ experience.
• Familiarity and ease with the language of finance and accounting and experience working with budgets is requisite.
• An exceptional team player with the right attitude of pitching in, solving problems, learning, multi-tasking and having fun as part of a tight-knit team.
• The right person is unfazed when priorities or projects shift or when deadlines are tight.
• An undergraduate degree or diploma in an administrative, business-related discipline is required.
• Experience working with databases/CRM and the full Microsoft Office Suite (Teams, Word, Excel, PowerPoint, and Access) with a willingness and aptitude for learning new systems.

About our Team 

Our small entrepreneurial team has diverse expertise in leadership development, change leadership, learning design and strategic analysis, and we take shared accountability in understanding each other’s inherent strengths, goals, and potential.  

At Proximity, we are explicit about shaping a culture that reflects the leadership priorities we aim to impact. Our culture of learning and improvement is anchored in our values of integrity, curiosity, and camaraderie. We are committed to establishing and sustaining a positive work culture where team members feel seen and heard and take immense pride in our thriving work culture built on trust, collaboration, empowerment, agility, and respect. 

If this sounds like a fit, we would love to hear from you. 

About the process 

Potential applicants are invited to submit a resume and covering letter. If contacted for an interview, please inform us should accommodation be required.  This posting will be open for two weeks, closing on February 7, 2023.

Apply here: https://proximity.bamboohr.com/careers/24

At Proximity, we are committed to fostering a climate of equity, diversity, inclusion, and accessibility. We welcome and respect the diversity of all members of our community.  

Proximity offers a flexible work environment with the option to work remotely or from our office in downtown Toronto. All applicants must be Ontario residents and able to work on-site in Toronto on occasion. 

The successful applicant must be fully vaccinated against COVID-19 (as defined by the Government of Canada) or have a valid vaccination exemption pursuant to the Human Rights Code. Further, they must provide proof of vaccination (or a valid exemption) prior to the start date, provide updated information as necessary, and comply with any ongoing vaccination-related requirements.