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Coordinator, Performance and Health Services


Posted 5 months ago



Toronto, Ontario, Canada

Job Type

Job Description

The Coordinator, Performance & Health Services is an administrative role supporting the internal operations of the Performance Services Business Unit and the CSIO Medical Clinic. 

The Coordinator, Performance & Health Services will demonstrate competency in data management, data reporting, project management, and will apply exceptional organizational skills to allow the Performance Services team to align and thrive. The Coordinator will also provide operational support for the CSIO
Medical Clinic, working closely with the Medical Coordinator and in-house and external physicians to ensure athletes receive medical attention in a timely manner.

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Qualifications Required

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).

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Inclusive Note

The employer is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.

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