Corporate Coordinator - Canadian Society of Healthcare-systems Pharmacy

Position summary

The incumbent will coordinate corporate elements of the Canadian Society of Healthcare-Systems Pharmacy, including the Board of Directors, committees and task forces. The Corporate Coordinator is responsible for the operations of the CSHP Board and committee meetings; relationship support for sponsors, partners and funders, as well as suppliers; and support for the CSHP’s CEO. This role reports directly to the Chief Executive Officer and requires close collaboration with other staff, Board members and committee chairs.

Responsibilities

• Administer and support the operations and advance the work of the CSHP Board of Directors, its members and committees.
• Coordinate the work of CSHP’s Education and Research Foundation including supporting the annual grant cycle.
• Coordinate major corporate programs such as the CSHP Annual National Membership Survey.
• Support relationships with sponsors, partners and funders to deliver and expand programming for members.
• Handle communications with a variety of internal and external stakeholders and be responsible for the relevant information systems.

Partial list of duties

CSHP board and committee operations

• Manage all meeting logistics, including developing board and committee work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material.
• Prepare briefing notes, policies, research summaries and other documents and deliverables that are required to advance the work of the board/committee.
• Attend board/committee meetings and oversee the preparation of minutes.
• Communicate all decisions, actions, directives, and important information following board and committee meetings to the appropriate individuals or stakeholders.

• Revise existing and develop new materials for CSHP’s Resource Manual.

Program management

• Compile and report key metrics for a variety of corporate programs
• Annual National Membership Survey
  • Manage the annual cycle of the survey production
  • Consult CSHP staff on the updating of questions
  • Coordinate with Marketing on promotion and communication of results
  • Liaise with survey software contractor

  • Prepare preliminary findings and creating presentations

Relationship Support

• Prepare grant proposals for government, foundation and other funders for current and future programs. Prepare funder reports following successful grants.
• Support liaison and outreach efforts with CSHP webinar, conference and program sponsors and partners, including contract management, reporting requirements, approvals, etc.
• Act as the main contact for CSHP corporate contracts for various systems and suppliers.

Communications and Information Systems

• Manage SharePoint site for CSHP Board and committees, including membership rosters, documents, permissions, etc.
• Maintain allocated sections of the CSHP website

• Liaise with appropriate CSHP staff on material for newsletters, Annual Reports, event scheduling, publicity, and promotions.

Administrative

• Assist with and verify travel expense claims for volunteers and staff.
• Liaise with finance for invoicing and payments.
• Support the CEO on selected projects as required.

Education/Training Required:

• Post-secondary education required. An advanced degree in not-for-profit/public or business administration is highly desirable. Equivalent experience will also be accepted.

Skills and Experience:

• Experience with a not-for-profit organization.
• 5 years of senior administrative roles including project management experience and specialized knowledge of board governance procedures.
• Extensive computer and software skills, especially in Excel, PowerPoint, SharePoint and database programs.
• Experience with hosting virtual meetings and events.
• Accurate, detail-oriented, and high-quality outputs.
• Multi-tasking skills and ability to be flexible when priorities shift.
• Excellent oral and written communication skills.
• Proactive problem-solving skills.
• Ability to work with confidential and sensitive matters.
• Fluency in both official languages an asset.