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Operations and Administration Coordinator

2 weeks ago

Campbell River, Canada Campbell River and District Division of Family Practice Full time

**About the Role**

As the Operations and Administration Coordinator, you’ll ensure the smooth day-to-day functioning of the Division. You’ll provide critical support in operations, administration, finance, HR, and program coordination - reporting to the Executive Director and working closely with the Program Manager and team.

This isn’t just a support role—it’s a chance to take ownership, shape systems, and grow your skill set. Whether you want to deepen your financial know-how, learn more about program delivery, or explore leadership, we’ll support your goals.

**Operations & Office Support**:

- Oversee office management including supply ordering, property needs, and vendor coordination (e.g., cleaners, IT).
- Serve as liaison for IT support and manage software subscriptions and licenses (e.g., Mailchimp, Zoom, SurveyMonkey).
- Organize logistics for meetings, events, and workshops—scheduling, agendas, minutes, RSVPs, catering, and follow-up.
- Manage onboarding/offboarding of staff and Board members, including payroll, coordination of benefits set-up, and required documentation.
- Support general HR functions including timesheet and vacation tracking, training coordination, employee benefits support, and expense processing.

**Financial Support**:

- Manage accounts payable and accounts receivable.
- Track and reconcile EFTs for staff, Board, physicians, and vendors; issue remittances.
- Liaise with the bank to manage access, deposits, and financial documentation.
- Assist with audits, year-end reconciliation, funding reports, and budget preparation.
- Monitor financial compliance with Funding Transfer Agreements and help prepare related reports.

**Program Administration**:

- Provide administrative and logístical support to Division programs and initiatives.
- Assist with organizing program meetings and communicating with physicians and partners.
- Support maintenance of accurate program data and track deliverables, such as payment logs, schedules, statistics, and timelines.
- Coordinate physician payment processing in accordance with program structures.

**What You Bring**:

- Education: High school diploma required; post-secondary education in business, administration, or a related field is an asset.
- Experience: At least 2 years of administrative, operational, or financial support experience, preferably in a healthcare or non-profit setting.
- Technical Skills: Proficiency in Microsoft Office Suite, database management, and virtual platforms. Familiarity with tools like Mailchimp or SurveyMonkey is a plus.

**Key Attributes**:

- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication abilities.
- Self-motivated and able to work independently and collaboratively.
- Commitment to cultural safety and humility in stakeholder interactions.
- Flexible and able to prioritize in a dynamic environment

**Position Details**:

- Type: Full-time (37.5 hours/week)
- Work Environment: Hybrid - remote and at our Campbell River office.
- Compensation: $50,700 - $54,600/year (commensurate with experience)
- Benefits: Comprehensive health and wellness plan, RRSP program
- Schedule: Monday to Friday with occasional evening/weekend responsibilities

**How to Apply**

**About Us**

The Campbell River and District Division of Family Practice (CRDDFP) is a non-profit society representing 90+ family physicians across Campbell River, Quadra and Cortes Islands, Sayward, and Gold River/Tahsis. We collaborate with Island Health, the Ministry of Health, community partners, and the Family Practice Services Committee to identify primary care needs and implement innovative solutions.

We’re a small, passionate team that punches well above our weight. We support each other, value fresh ideas, and celebrate small wins just as much as big ones. If you love the idea of autonomy, creativity, and being trusted to figure things out (with backup when you need it), you’ll fit right in.

We are committed to Indigenous reconciliation, cultural humility, and creating safe, equitable spaces for all. Our work takes place on the traditional lands of the Liǥwildaʼxw, and the unceded territories of the Kwakwaka’wakw, Coast Salish and Nuu-Chah-Nulth peoples.

More about us: Campbell River & District | Divisions of Family Practice (divisionsbc.ca)

Pay: $50,700.00-$54,600.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: Hybrid remote in Campbell River, BC V9W 2R1

Application deadline: 2025-04-25