Executive Coordinator

3 weeks ago

Vancouver, Canada PHC Physicians and Surgeons Association Full time

**PROVINCE HEALTH CARE PHYSICIANS AND SURGEONS ASSOCIATION**

**JOB POSTING: Executive Coordinator, Facility Engagement**

**Reports To**:Director, Engagement and Operations, and Board of Directors, Providence Health Care Physicians and Surgeons Association (PHC PASS).

**Duration**: Contract position (one year, with option to renew); 35 hours per week.

**Location**: Hybrid (Remote/Vancouver, BC). Working from home or an independent office, with as needed in-person attendance required at meetings or events (includes some evenings) at or near St. Paul’s Hospital/Providence Health Care sites.

**Job Summary**
Join a leader in facility engagement The goal of this exciting and dynamic position is to provide overall administrative and coordination support to the PHC PASS non-profit society, its Board of Directors, Director of Engagement and Operations, Facility Engagement Working Group, and related strategic committees.

**Key Responsibilities and Duties**

**1. Providing overall administrative & coordination support to the PHC PASS non-profit society, its**

**Board of Directors, Facility Engagement Working Group, and related sub-committees.**
- Coordinating and scheduling meetings and resources as required (includes booking and setup of rooms/venues, A/V equipment, and catering requirements).
- Preparing and distributing agenda materials relating to meetings.
- Taking minutes at key meetings (including Facility Engagement Working Group, Directors, Finance Committee, and Consultant Physician meetings), maintaining accurate records, following-up on decisions made, and ensuring required action is initiated.
- Organizing and maintaining electronic and paper files for the Society.
- Maintaining contact lists for the society.
- Handling inquiries from physicians or health authorities in an efficient and courteous manner, providing explanations and/or redirecting, as appropriate.
- Developing, maintaining and documenting office processes and infrastructure that support Society activities; taking initiative to anticipate and recommend improvements.
- Coordinating Annual General Meetings of the Society, and supporting updates to appropriate documents to maintain the Society in good standing with the _BC Societies Act_.
- Providing administrative and logístical support for consultants and other contract staff working for the Society.
- Performing general clerical office duties as required.

**2. Communications & Event Support**
- Disseminating correspondence for Society and Engagement activities.
- Gathering data for reports and assisting with generating monthly reporting documents.
- Distributing reports on the status of the Society to internal and external stakeholders.
- Assisting with gathering content for presentations, communications updates, and correspondence for Society and Engagement activities.

**3. Finance & Budget Support**
- Overseeing registration/update of bank account signatories as needed, and filing related documents to maintain the Society in good standing.
- Assisting with tracking and information gathering as needed for budget reporting.
- Assisting with maintaining and updating Engagement activities in the Facility Engagement Management System (FEMS) and facilitating medical staff and other eligible claims submissions in this system.

**Skills and Qualifications**
- Minimum of high school graduation supplemented by business and/or administrative courses equivalent to at least one year of study with at least 3-5 years related experience.
- Intermediate to Advanced MS Office skills, including Word, PowerPoint, Excel, and Outlook Webmail.
- Strong minute taking and transcribing skills.
- Some knowledge of HTML and linking/implementing social media and online form tools is desirable.
- Excellent written skills and proven ability to develop clear, concise and comprehensive reports and correspondence.
- Ability to effectively organize multiple meetings.
- Familiarity or previous experience with non-profit societies or boards is desirable.
- Experience in a health care setting is desirable. Familiarity with Providence Health Care and St.Paul’s Hospital site and facilities is useful.
- Extremely proactive, organized, resourceful and efficient with an outstanding attention to detail.
- Able to accurately account and track claims and financial transactions.
- Ability to set-up and maintain electronic and paper files.
- Strong interpersonal, oral communication and relationship skills.
- Excellent judgment in setting priorities, identifying issues and determining action required
- Proven ability to multi-task, work under pressure and meet deadlines.
- Flexibility and adaptability, with availability for evening meetings and potentially early mornings.
- Demonstrated ability to work independently, but also as an important member of the team.

**To Apply**

We thank all applicants; however, only those selected for an interview will be notified.

**Salary**: $60,000.00-$65,000.00 per year

**Benefits**:

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