Administrative Coordinator

The Administrative Coordinator provides confidential, professional administrative services for the Program Manager and Capacity Building Initiatives team at Sherbourne.

Responsibilities include:

• Overseeing expenses as appointed by the Program Manager
• Ensuring efficient office operations
• Organising and planning meetings and events
• Responding to inquiries
• Acting as a central resource and communication link for the team
• Facilitating information flow and project completion
• Supporting the creation of reports, statistics and promotional materials

The position requires considerable multi-tasking and the ability to set priorities when under pressure.

Responsibilities and Tasks:

• Prepare and distribute agendas, minutes and other materials for Capacity Building Initiatives meetings
• Arrange meeting rooms, meals, audio-visual and equipment services for meetings
• Order food supplies for programs and occasionally purchase materials from the store
• Follow up with staff for time and attendance documentation when required
• Escalate pay inquiries to Program Manager, Human Resources and Payroll
• Ensure invoices are correctly coded and submitted following finance department timelines
• Liaise with the finance department to follow up on processing of payments
• Maintain TTC token supply and petty cash records, receipts, supplies and balances
• Support delivery of events, including researching and booking venues, arranging setup, invitations, coordinating participants, and scheduling
• Coordinate creation of promotional materials for events and the Capacity Building Initiatives programs, including newsletters, posters and flyers, in collaboration with corporate communications
• Maintain and distribute relevant policy and procedure manuals, handbooks, promotional materials and reports as directed
• Coordinate collection of information for written materials including reports, manuscripts, website information, press releases and presentation materials as assigned
• Gather and provide statistical data from reports on a scheduled basis and as requested
• Enter and pull data from Accuro for aggregated reporting purposes
• Place service requests for office equipment as required
• Order and track office and program supplies as required
• Support intake and registration for Capacity Building Initiatives groups as required
• Represent Capacity Building Initiatives Health on internal and external committees or groups as assigned by the Manager
• Coordinate and oversee projects as assigned from beginning to end

Education, Experience, and Skills:

• 3 to 5 years administrative experience, preferably in a health care or non-profit setting
• A college diploma or university degree in office management or administration is preferred
• Familiarity with Toronto’s diverse 2SLGBTQ communities, particularly marginalized or vulnerable individuals
• Demonstrated ability to work effectively with other team members
• Ability to work independently
• Excellent written and verbal communication and interpersonal skills
• Knowledgeable about and able to work within an anti-oppression framework
• Effective time-management skills with the ability to appropriately prioritise tasks
• Strong problem-resolution skills
• Ability to handle a diverse, complex, and ever-changing workload in a fast-paced setting while meeting the needs of multiple staff members
• Proficient knowledge and skill in computer applications (Microsoft Word, Windows, Outlook, Excel, PowerPoint)

Conditions of Employment:

• Employment is contingent upon satisfactory background checks (professional references, education verification, criminal background checks, and vulnerable sector checks)
• Understand and work within applicable legislation, including the Occupational Health and Safety Act, Personal Health Information Protection Act, Accessibility for Ontarians with Disabilities Act, Ontario Human Rights Code, Ontario Health Protection and Promotion Act and others
• Demonstrate a commitment to a healthy and safe workplace for self and others by taking reasonable precautions and complying with SHC related policies, health and safety legislation and best practices

Working Conditions:

The standard work week is 37.5 hours. Generally, employees work Monday to Friday 10 am to 6 pm, although work may occasionally be required outside the normal routine. The position requires diplomacy with many stakeholders and partners, considerable multi-tasking, setting priorities as needed, and comfort in working with clients who may present in crisis and may be agitated or threatening at times.

How to Apply:

Please forward a cover letter and resume (combined) quoting Job ID# CPCBI ADMC 26-0331 to myjob@sherbourne.on.ca by 5:00 pm on May 18, 2026. Sherbourne is dedicated to building an organisation that reflects the diversity of our clients and the communities we serve, including diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process. We thank all applicants for their interest but only those selected for further consideration will be contacted.