Administrative Coordinator

The Administrative Coordinator will oversee the administration of CMPT and specifically be responsible for the confidential administration of accounts, finances, human resources and associated tasks required for effective program and laboratory operations.

Organizational Status
CMPT is an ISO 17043:2023- accredited, national proficiency testing program offered by the Department of Pathology and Laboratory Medicine. Administratively, CMPT is a fee for service unit in the department and its financial operations are closely monitored by the Faculty of Medicine. CMPT publicly offers >20 microbiology-related quality assurance schemes and serves currently > 350 participating members across Canada and globally.

CMPT develops and ships simulated microbiology samples to laboratories and users of point of care diagnostics as part of their external quality assessment requirement accreditation and licensure. Each of the schemes contain 2 to 3 challenge surveys annually with hundreds of samples shipping to participants from the CMPT laboratory weekly throughout the year.

Work Performed

• Oversees the administration of the CMPT program by coordinating administrative and financial processes, informing work schedules and priorities, and resolving complex issues.

• Oversees the coordination of complex processes, such as participant enrollment across all schemes, administering all accounts end to end, and soliciting customers for feedback as part of continual improvement of the program. Collects and coordinates proficiency testing program orders from participants

• Frequently resolves complex problems, uses initiative, interpretation, and ingenuity to develop, implement, and evaluate innovative procedures and work processes that strengthen the program

• Plays a significant role in operational planning, arranging and organizing operational management review meetings and drafting routine financial reporting to the Finance department in the Faculty of Medicine

• Independently drafts and edits reports, compiling statistical data, such as enrollment, and conducting research into program performance.

• Communicates with and disseminates information to participants through appropriate channels

• Responds to confidential inquiries and provides program information of a financial nature, such as scheme pricing information and custom orders and quotes

• Creates invoices based on orders and collects, records payment for invoices, completes Workday reconciliations

• Performs financial duties such as monitoring and reporting on budget expenditures, reconciling expenses, credit card payments, petty cash and other Workday financial processes

• Tracks and monitors grant and contract funding

• Performs processing and analysis related to verifying and reconciling monthly ledgers, monitoring expenses, investigating and resolving irregularities, maintaining financial databases, processing requisitions and journal vouchers, and tracking invoice payments.

• Performs processing and routine analysis related to accounts, expenditures and revenue accounting.

• Prepares and/or reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material, and resolves discrepancies.

• · Performs processes related to wire transfers, returned cheques, donations, and petty cash by seeking and verifying information, preparing and posting journal vouchers, reconciling routine accounts, and maintaining records.

• · Processes credit card transactions, sends clearing account details to departments, processes bank and credit card account transfers, enters bank adjustment items, and assists with credit card reconciliations

• Handles receipt of routine cash and cheques, in person and/or by mail, completing receipts and making deposits

• Coordinates procurement processes for the laboratory and program and performs purchase reconciliation

• Supports operational cost…