Extra-Mural Administrative Support Coordinator
Job in
Saint John, New Brunswick, Canada
Listing for:
The EMP
Full Time
position
Listed on 2026-03-14
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Healthcare Administration
Job Description & How to Apply Below
JOB SUMMARY
The Extra-Mural Administrative Support Coordinator is responsible for providing leadership, coordination, and advanced administrative support to the Extra-Mural Program (EMP) Unit. Reporting to the EMP Manager, the position also requires providing functional supervision and day‑to‑day directions to administrative support employees. The position oversees the work of administrative support staff, ensures continuity of operations, supports scheduling and payroll maintenance, participates in staffing and performance processes, and maintains key administrative, registration, and fleet functions.
This position contributes to efficient service delivery, compliance with standards, and consistent organizational communication.
KEY RESPONSIBILITIES
Supervisory & Coordination Duties
Plans, organizes, schedules, and coordinates the daily work of administrative support staff.Provides direction, guidance, and support; serves as a resource on administrative processes, procedures, and systems.Assists the manager with monitoring and controlling budget elements (supplies, overtime, operational expenses).Enters payroll information, maintains staff time records in Telestaff, and arranges replacement coverage for absences.Participates in onboarding and training of administrative employees.Participate in performance management, including interviews and feedback.Disseminates updates including policy changes and SOPs.Updates and maintains distribution lists.Registration/Admission Duties
Performs reception duties including phones, greeting visitors, and redirecting inquiries.Processes referral requests; enters physicians’ orders.Fleet Maintenance Duties
Coordinates repairs, cleaning, and inspections of EMP vehicles.Maintains documentation and assignment of vehicles.Administrative Support Duties
Prepares documents such as reports, letters, and forms.Performs general office duties such as photocopying, faxing, filing, and handling mail.Maintains inventories of supplies and equipment.Compiles statistics and produces reports.Verifies codes and submits invoices.Maintains petty cash account.Schedules meetings; records, types and distributes minutes.Coordinates travel and processes expenses.REQUIRED QUALIFICATIONS AND OTHER
JOB REQUIREMENTS:
High school graduation plus an administrative support program of over one year and up to two years, which includes medical terminology/transcription courses.Two years of previous work experience with demonstrated supervisory abilityDemonstrated proficiency in all the following areas:
Microsoft, Typing, Medical Terminology, Data EntryKnowledge of medical terminology and patient registration processes.Experience with scheduling software, Telestaff considered an asset.Strong organizational, communication, and interpersonal skills.Able to work all shifts as assigned, maintaining a good attendance record;Ability to maintain confidentiality.Submit a valid and clean criminal record check.All interested applicants are encouraged to apply as an equivalent combination of education, training and experience may be considered.
Note:
For any positions in the St. Stephen EMP unit, a valid Canadian passport or Nexus card will be required.
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