Coordinator, Performance and Health Services

Performance Services Administration:

• Support the Director, Performance Services in the management of the Performance Services budget, including tracking and reconciling invoices and payments (in collaboration with the Sr. Manager, Accounting).
• Work with Human Resources, Leads, and Managers to support the planning and administration of the Performance Management Process.
• Evaluate and recommend processes and tools to improve efficiency and collaboration within Performance Services and across CSIO.
• Work collaboratively to collect and share information and data as required for Provincial and Federal reports such as Sport Canada Inventory, Board reports, annual reports, etc.
• Provide administrative support for Research & Innovation projects where appropriate, including maintaining a database of projects and outcomes, and supporting knowledge translation following project completion.
• Support the development and archival of partnership agreements and conduct quarterly audits to ensure service agreements are up-to-date and signed by all parties.
• Track all payments and/or expected payments received from partnership agreements or fee-for-service requests for services agreed to and/or completed.
• Work collaboratively to coordinate ad hoc service requests.
• Work collaboratively to maintain an accurate database of service requests received through sport partnership agreements and fee-for-service requests.
• Maintain an accurate database of service delivery by practitioners and contractors, providing regular service delivery updates for the respective Manager and/or Sport Lead.
• Develop competency with the CSIO performance database (Smartabase) and provide support as needed.
• Provide project management support for Performance Services in-person and virtual events (i.e., testing, workshops, seminars, symposiums). Duties may include booking facilities, securing practitioners/volunteers, supporting registration, and providing day-of support to ensure the event runs smoothly.
• Work collaboratively to coordinate repair and maintenance work for Performance Services equipment, liaising with appropriate internal and/or technical specialists as necessary.

Medical Clinic Administration:

Support the Medical Coordinator to:

• Manage the schedules of clinic professionals and ensure follow-up and associated communication.
• Schedule and confirm appointments for medical appointments at CSIO, external referrals, and imaging clinics.
• Ensure personal information in the Electronic Medical Record (EMR) is reviewed with athletes and updated accordingly.
• Assisting in filing/uploading all medical documents onto the EMR accordingly.
• Support in ensuring athletes' Smartabase profiles are updated and completed forms are uploaded to EMR.
• Maintaining records and tracking and obtaining results/consult notes for all external referrals.
• Assisting in maintaining up-to-date tracking for all data analytics of Sport Medicine Clinic (i.e., hours spent per sport, total medical intakes completed per month, consultations and referrals sent, etc.).
• Assisting in monthly OHIP billing & correcting errors in OHIP billing reconciliations to ensure timely submission of billing.
• Assisting in ensuring the vaccine fridge is up to Toronto Public Health (TPH) standards.
• Tracking clinic supplies and inventory – supporting in what items need to be restocked and ordered.
• In collaboration with the Medical Coordinator, organize monthly medical meetings, prepare the agenda, and record meeting minutes.
• Assist with the execution of performance medicals/intake camps (intake forms, scheduling, completing baseline measurements, collating information, managing follow-ups).