Program/office Administrator

4 months ago

Nanaimo, Canada Nanaimo Division of Family Practice Full time

**Nanaimo Division of Family Practice**

Program/Office Administrator

The Division's culture embodies a fun, inclusive work setting that thrives because of our hard-working, dedicated staff and contractors. This is a team environment where you will need to be collaborative, self-aware, accountable, and dedicated to growth and learning.

**Team Member Opening**:
**Job Title**:Program/Office Administrator

**Status**: Part-time up to Full-time opportunity

**Openings**: One - two, depending on availability

**Hours**:3-5 days per week (22.5 - 37.5 hrs)

**Schedule**: Monday to Friday. Office hours are 9:00 am - 5:00 pm; however, these positions are open to flexible working hours, such as 10:00 am - 2:00 pm, to accommodate childcare hours.

**Type**: Permanent

**Benefits**:Health & Dental Benefits,Vacation Days, Sick Days, Personal Days, Stat Holidays, On-site parking, and a Wellness Program

**Pay Rate**:$20 - $28/hour

**Closing Date**:Open until filled

**Work Location**: In-person

**Application Requirements**: Cover letter & resume

**Key Responsibilities**:

- Contribute as needed with general office duties, including answering telephones, greeting the public, running errands, light housekeeping, and other duties as requested.
- Attend committee meetings and Division events as needed, some of which may be held outside of regular office hours, including early mornings, evenings, and weekends.
- Program/Project meeting planning: booking venues, organizing/setting up A/V equipment, creating event posters utilizing graphic design programs, sending invites using campaign platforms, managing registrations/attendee lists, fulfilling catering requirements, and liaising with venue contacts to ensure smooth delivery of successful meetings and events.
- Schedule meetings as required. This includes creating/delivering polls to meeting attendees, sending Outlook invites, booking venues/catering, and/or organizing/setting up A/V equipment.
- Record meetings, transcribe and distribute minutes on time, maintain accurate/organized records, follow up on decisions made, and ensure required actions are initiated.
- Assist with preparing presentations and correspondence, maintaining contact lists, and updating electronic tracking systems.
- Supports member and stakeholder engagement activities; builds and strengthens relationships between the Division and its members (Physicians and Nurse Practitioners), project partners, and other internal/external stakeholders.
- Post updates to the Division website regarding program initiatives.
- Other duties as required.

**Qualifications & Work Experience**:

- Post-secondary education in administration is considered a preferred asset.
- 1+ years of recent experience in business or office administration or office. Applicants who have demonstrated a combination of relevant education, training, and experience will be considered.
- Previous experience working in healthcare and/or non-profit organizations is considered a strong asset.
- A valid driver’s license and access to a car is mandatory.

**Essential Skills & Attributes**:

- Comfort in speaking with professionals, preferably in a healthcare setting, through networking, one-on-one meetings, or larger events.
- Polished communication skills, including verbal, written and digital.
- Able to work unsupervised, take initiative, and produce high-quality work while meeting tight deadlines and collaborating with Division team members as needed.
- Detail-oriented and eager to learn.

**About the Nanaimo Division**:
The Nanaimo Division of Family Practice (the Division) respectfully acknowledges we work on the traditional territory of the Snuneymuxw Nation. We are committed to cultivating a culturally safe work environment that reflects our Team’s core values and promotes diversity and inclusion.

The Division is a non-profit, member-based organization celebrating over a decade of successfully supporting family practice and hospital-based physicians, nurse practitioners, and family medicine residents in the Nanaimo, Lantzville & Gabriola Island areas. We are funded by the Family Practice Services Committee, one of four joint collaborative committees that represent a partnership of the Government of BC and Doctors of BC.

Our vision, _a healthy Nanaimo through empowering and supporting our primary care community, _is a key driving force for our team. In collaboration with community partners, stakeholders, and members, we support a variety of initiatives including, but not limited to, Primary Care Networks (PCN), Physician Recruitment and Retention, Long-Term Care, Pediatrics and Physician Education & Events.

**Job Types**: Full-time, Part-time, Permanent

Pay: $20.00-$28.00 per hour

Expected hours: 22.5 - 37.5 per week

**Benefits**:

- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- Day shift

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