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Administrative Coordinator, Bc Children's

4 months ago

Vancouver, Canada PHSA Full time

**Administrative Coordinator,**

**BC Children's & Women's Health Centre,**

**Vancouver BC**

**As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.**

Reporting to the Head of the Department of Family Practice (HDFP), the Administrative Coordinator provides confidential administrative support to the HDFP, the Assistant Heads (AHDFP), and Medical Staff of the Department of Family Practice. The Administrative Coordinator manages the planning and execution of both long term and day-to-day operations in the Department of Family Practice, coordinates workflow and determines priorities in order to ensure the accurate delivery of service to the HDFP, the AHDFP, and the Medical Staff members of the Department of Family Practice.

In addition, the Administrative Coordinator works collaboratively with the UBC Faculty of Medicine Senior Program Assistants to coordinate medical student elective placements at BC Women’s Hospital + Health Centre or in the private office of the Medical Staff of the Department of Family Practice.

**Scope and Complexity**

The Administrative Coordinator supports the HDFP and the AHDFP with administrative, academic, research, knowledge exchange, fundraising and outreach activities. The Administrative Assistant works independently to balance priorities and workflow.

In addition, the Administrative Coordinator provides supervision, guidance, management, and assignments to the other clerical staff in the Department of Family Practice.

**What you’ll do**
- Screen incoming materials, prioritizes items for immediate attention, and maintains a coordinated and up-to-date calendar for the HDFP.
- Organize meetings, drafts agendas, gathers background materials, prepares and distributes minutes, and takes follow-up actions.
- Produces timely, accurate, and well-formatted documents using various software packages, including creation of memos, communications, spreadsheets, PowerPoint presentations, and reports.
- Maintain a database of Medical Staff in the Department of Family Practice and coordinates ongoing processes for:Correspond with applicants to the Department of Family Practice and collaborates with the PHSA Medical Staff Office to ensure all required documentation including Letters of Reference, proof of education and are acceptable and current.
- o Annual reappointment and credentialing;
- o Education and Training (i.e., NRP, Fetal Heart Surveillance, CME, Cerner training, IT access);
- o Quality Assurance and Improvement.
- In consultation with the HDFP, assists budget development and ensures prudent use of health care resources
- o Monitor expenses and track department budget Period-by-period;
- o Create and maintain an expenditure tracking system for invoices requiring reimbursement;
- o Authorize expense reimbursements and invoices within scope of authority;
- o Complete purchase requisitions;
- o Ensure invoices are authorized for payment and submitted for payment;
- o Attend Budget “Deep Dive” meetings with HDFP.
- Manage the Clerical Staff in Department of Family PracticeCoordinate the execution of projects by ensuring that they adhere to project protocols, applicable institutional and ethical policies and respect current privacy legislation.
- o Complete and submit eForms on behalf of the Department of Family Practice;
- o Act as timekeeper for assigned staff and provide updates/reports related to leave entitlements;
- o Provide input into development of objectives for performance improvement;
- o Assist in selection, recruitment, reclassification and identifies skill upgrading needs and ensures appropriate training is received;
- o Provide input into performance evaluations and disciplinary issues;
- o Liaise with Finance and Human Resources as necessary.
- Provide departmental administrative support to produce an Annual Departmental ReportCoordinate travel itineraries and accommodation arrangements for meetings and conferences attended by HDFP and/or AHDFP.Perform other duties as assigned by the HDFP and/or AHDFP.
- o Researching information;
- o Identifying, collecting, and analyzing relevant information relating to current projects and provides recommendations to the HDFP;
- o Tracking statistical data;
- o Compiling and analyzing data.

***

**What you bring**

Education, Training and Experience- A level of education, training and experience equivalent to Grade 12, graduation from a formal office administrator program plus five years related experience.

Skills & Knowledge
- Demonstrated advanced ability to use related equipment and software including word processing, spreadsheet, database and presentation software.
- Strong organizational skills and flexibility to adapt to changes in organizational priorities and ability to prioritize workload and work under time pressures to meet and assist other in meeting deadlines.
- Ability to work independently using judgement, tact, discretion a