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Nanaimo Division Program Administrator

2 weeks ago

Nanaimo, Canada Nanaimo Division of Family Practice Full time

**Nanaimo Division Program Administrator**

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.

**Team Member Openings**:

- 1 Full-Time Temporary Program Administrator (maternity leave coverage)
- 1 Part-Time Permanent Program Administrator

**Hours**:Our office is open Monday-Friday, 8:30 AM-4:30 PM
- *Some meetings may occur in the early morning or evening; flexibility with notice is required._
- FT Temporary: 5 days per week (37.5 hrs)
- PT Permanent: 3-4 days per week (22.5 - 30 hrs)

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

**Pay Rate**:$22 - $28/hour

**Closing Date**:Open until filled

**Work Location**: In-person

**Application Requirements**: Cover letter & resume

Working under the direction of the Program Lead, the Administrator’s responsibilities are organized into four core pillars that reflect the foundational areas of support provided across Division programs:
**1. Administrative Operations**

**Summary**: Provide essential day-to-day support to ensure smooth office functioning and assist with general administrative tasks across program areas.
- Answer phones, greet visitors, run errands, and assist with light housekeeping
- Prepare presentations, correspondence, and maintain contact lists
- Update electronic tracking systems and Division website content
- Support general office operations and assist with other duties as required

**2. Meeting & Event Support**

**Summary**: Assist with the logistics and execution of meetings and events, ensuring materials, venues, and communications are prepared and delivered effectively.
- Book venues, arrange catering, and set up A/V equipment
- Create event materials (e.g., posters, invites) using graphic design and campaign tools
- Manage attendee lists and registration processes
- Attend meetings and events, including some outside regular hours
- Record, transcribe, and distribute meeting minutes; track follow-ups and decisions

**3. Data & Information Management**

**Summary**: Maintain accurate records and handle sensitive information with care, supporting data tracking and reporting needs across programs.
- Collect, store, and analyze data in accordance with the _Personal Information Privacy Act_
- Maintain organized documentation and ensure confidentiality
- Support internal systems for data entry and reporting

**4. Program & Community Engagement**

**Summary**: Support program-specific activities and foster positive relationships with Members and community partners.
- Assist with all-member events and communications
- Engage with Members, Clinic Managers, and community partners
- Promote Nanaimo and Vancouver Island as attractive locations for physicians
- Represent the Division professionally in all interactions

**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.
- Experience or education in marketing or social media is an asset.
- Experience using the Wix website platform is an asset.
- 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.

**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.
- Motivated, 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.

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