Administrative Coordinator

**Are you the mastermind behind organization and smooth sailing operations? If so, we're looking for you**

The Administrative Coordinator position at Ridge Meadows Division of Family Practice is the backbone of our office.

You’ll be the go-to for administrative support, tech troubleshooting, and ensuring everything runs smoothly for the team to produce quality patient care improvement project results. From organizing supplies and supporting events to leading small projects and delivering documents to clinics, this role is full of variety.

**JOB SUMMARY**
The Administrative Coordinator ensures smooth office operations, enabling our high-performing staff team to meet project goals and deadlines. You’ll support a variety of teams - including Engagement, Operations, Projects and Accounting - and occasionally lead small project pieces.

Key activities include creating trackers, planning events, managing data and distributing resources to our physician members and community. Flexibility, a collaborative mindset in our fast-paced team environment and a positive, can-do attitude are essential, as occasional early mornings or evenings are part of the job.

As per our COVID vaccination policy, all staff and contractors must have full COVID-19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines) and show proof of vaccine.

**ABOUT US**

Divisions of Family Practice is an initiative of the **Family Practice Services Committee** (a joint committee of the **BC Ministry of Health**and **Doctors of BC)**. **The Ridge Meadows Division of Family Practice (RMDFP)** operates as a nonprofit society. Incorporated in 2010, it serves the Maple Ridge and Pitt Meadows area. RMDFP provides its 147 physician members with a strong voice to ensure that our members are at the forefront of positive change in our healthcare system.

**Our Vision**

We seek to achieve optimal health for Maple Ridge, Pitt Meadows and Katzie First Nation, by providing leadership and support for our physicians and in turn provide the best care possible for their patients.

**Our Mission**

To improve physician satisfaction by having an organization that builds inclusive connections and partnerships to make meaningful health care change.

**COMMITMENT TO EQUITY, DIVERSITY, INCLUSION AND CULTURE**

We are committed to an inclusive workforce that fully represents many different cultures, backgrounds and viewpoints. Our objective is to provide a space for people from all walks of life, creating a welcoming environment for all. We are committed to our working culture.

**AREAS OF RESPONSIBILITIES**

**Big Picture**
Responsible for contributing and supporting the organization's annual Strategic Planand organization goals to success by supporting the staff team and being responsible for both general and clerical tasks in the organization.

**Administrative, Engagement and Accounting Responsibilities**

In a supporting role with the staff team, general administrative duties include but are not limited to MS Office document creation, member engagement operational, project and meeting support.

The Administrative Coordinator will:

- Maintain contact databases and marketing lists.
- Provide administrative and operational support across staff teams.
- Maintain a personal workplan and help troubleshoot barriers with the team.
- Assist with research, data collection, and reporting for project work.
- Support RSVPs, food and beverage coordination, signage, and event materials.
- Troubleshoot basic technology issues (printers, monitors, Wi-Fi, A/V setups).
- Work collaboratively with a team to meet strategic plan goals.
- Deliver documents to local clinics.
- Keep common office spaces tidy, stocked, and organized.
- Monitor and restock supplies as needed.
- Take meeting notes and prepare meeting packages.
- Administer thank-you gifts and cards and ensure sent out in a timely manner.
- Support survey follow-ups and clinic outreach by phone or in person.
- Coordinate project tasks as assigned.
- Present a professional and respectful presence aligned with our culture.
- Participate in quality improvement and check-in meetings.

**QUALIFICATIONS**
- Minimum 3 years of administrative experience.
- Strong proficiency with Microsoft Office (Word, Excel, PowerPoint).
- Experience in data collection and entry.
- Audio/visual experience or technical aptitude to learn quickly and troubleshoot.
- Proficiency with office technology equipment included printers, computers, monitors, Wi-Fi, wireless speakers.
- A collaborative approach to teamwork, with strong interpersonal, relationship-building, and problem-solving skills.
- Exceptional written and verbal communication skills.
- Strong organizational and time management skills.
- Professionalism, diplomacy, and cultural awareness.
- Valid driver’s license and reliable vehicle.
- Willingness to take direction and work i