Administrative Coordinator

Employment type: Permanent Full Time

Location: Saskatoon — HQC Office (onsite)

Hours of work: 37.5 hours/week

Position Pay Band: $60,786.90 — $79,023.48

To apply: Please submit your cover letter and resume to hr@hqc.sk.ca.

This posting will remain open until filled.

Organization Overview

Join our diverse team at the Health Quality Council, a leading organization committed to excellence and innovation. We are dedicated to accelerating improvement in health care across the province through training and education (building improvement capability and spreading innovation throughout the province), improvement initiatives, and research. We are seeking a full time Administrative Coordinator to join our team.

Position Overview

Position Purpose:
The Administrative Coordinator is a proactive and detail-oriented individual who supports the smooth operation of daily administrative and coordination functions across departments and projects. This role is ideal for someone with strong organizational skills, excellent communication abilities, and the capacity to manage multiple priorities in a professional and structured manner.

Responsibilities

As part of the Corporate Services team, the Administrative Coordinator will:

• Manage and support calendars for multiple leaders, ensuring effective prioritization, scheduling, and alignment of commitments.
• Coordinate events and meetings, including scheduling, logistics, venue booking, catering, and communication with participants.
• Create and maintain events and meetings work standards.
• Plan and support travel arrangements for staff and leaders, including booking transportation, accommodations, and preparing itineraries.
• Provide administrative support for meetings, including preparing agendas, capturing minutes, tracking action items, and distributing documentation.
• Support HR administrative tasks such as scheduling interviews, maintaining employee records, tracking onboarding materials, and coordinating staff communications.
• Collaborate across departments to collect information, follow up on assigned tasks, and ensure smooth coordination of internal initiatives.
• Maintain organized digital and physical filing systems for documents related to meetings, events, travel, and HR processes.
• Support the planning and execution of staff workshops, team-building activities, and internal trainings.
• Work closely with team leads, project staff, and leadership to ensure consistency and efficiency in internal operations.
• Communicate in a timely and professional manner with internal stakeholders, vendors, and external partners.
• Identify, improve, and document administrative processes related to travel, events, HR coordination, and other assigned tasks.
• Other duties as assigned.

Standards

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience using calendars, email platforms, and shared project tools (e.g. Teams, SharePoint, Planner, etc.)
• Ability to work independently with minimal supervision while managing multiple priorities effectively
• Takes ownership of tasks and responsibilities, following through on assignments from start to finish
• Demonstrates initiative by anticipating needs, identifying gaps, and taking proactive steps to address them
• Strong problem-solving skills, with the ability to assess situations, evaluate options, and offer practical solutions
• Resourceful and self-motivated, with a track record of finding efficient ways to complete tasks and improve workflows
• Able to adapt quickly to changing priorities, deadlines, and organizational needs
• Detail-oriented, ensuring accuracy and consistency in all aspects of work
• Continuous improvement mindset, always looking for ways to streamline and enhance processes
• Strong organizational and time management skills with attention to detail
• Excellent communication and interpersonal skills
• Discretion in handling confidential and sensitive information

Qualifications

• 2–4 years of administrative, office coordination, or operational support experience.
• Demonstrated experience managing calendars and providing scheduling support to multiple leaders.
• Post-secondary education.
• A combination of education and relevant experience will be considered.
• Must maintain a satisfactory criminal record check.

Nice to Have

• Administrative Assistant Diploma or Degree.
• Experience working in a professional office, nonprofit, or healthcare sector.
• Familiarity with event coordinating tools and quality improvement methodologies.

Testing

Please note: an assessment to confirm the applicant’s knowledge and skill may be administered during the interview process.

Why Join Us

At HQC, we believe in fostering a culture of excellence, collaboration, and innovation. As the Administrative Coordinator, you will have the opportunity to play a pivotal role in the work we do to help improve health care across Saskatchewan. We offer competitive compensation and benefits packages, as well as opportunities for professional development.

Interview Process

HQC’s interview process integrates a phased approach to provide equitable opportunities for each candidate and ensure the best fit.  

Applications will remain open until we find the right candidate. 

The interview and hiring process for the successful candidate can take up to 6+ weeks after your application and include a(n):  

• Informal coffee chat at Innovation Place 
• Required skill test
• Formal interview at Innovation Place 
• Reference and security checks 
• Official employment offer 

We’re committed to ensuring all candidates have an inclusive and accessible experience during interviews and at HQC. If you have any specific accessibility needs or require accommodations, please don’t hesitate to reach out to use, and we’ll be happy to assist. 

How to Apply

If you have a passion for learning and enjoy variety in the work you do, then we want to hear from you! Please submit your resume and a cover letter detailing your qualifications and why you are interested in joining our team to hr@hqc.sk.ca  We look forward to reviewing your application.

The Saskatchewan Health Quality Council (HQC) is committed to equity and diversity in our workforce. We support inclusion in our learning and work environments and strive to have a workforce that is representative of the population we serve.

We encourage candidates not to screen themselves out. Strong candidates that do not fully meet the requirements may be considered.