Program & Operations Coordinator

Job Posting

Position Title

Program & Operations Coordinator

Position Type

Full-time, 37.5 hours/week

Reports to

HR Business Partner & Special Projects, RDFP

Start Date

Immediately

Salary Range

$55,000-60,000/annually

End Date

18 Month Contract

Organizational Status

The Richmond Division of Family Practice (RDFP) is a local non-profit society that is part of a province-wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The Richmond Division has over 310 physician members and is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BC's Ministry of Health, and community organizations. More information about us can be found on our website:

The Richmond Division of Family Practice is committed to fostering an inclusive workforce that reflects the diverse cultures, backgrounds, experiences, and viewpoints of its team members. Our objective is to provide a space for people from all walks of life, creating a welcoming environment for all.

Job Summary

The Program & Operations Coordinator plays a pivotal role in ensuring the smooth operation and success of engagement for the Richmond Division of Family Practice (RDFP). Reporting to the HR Business Partner & Special Projects, this role oversees administrative functions, event planning, and select internal human resources processes to support the organization's mission of improving patient care and physician collaboration in Richmond. The incumbent provides leadership to the administrative and communications teams, manages day-to-day operations, and delivers high-quality events and committee meetings for members. This is an opportunity to contribute to a dynamic, community-focused non-profit that values collaboration, inclusivity, and excellence in service delivery.

This Program & Operations Coordinator must be well-organized, able to prioritize tasks and competent in vendor management. Communication skills and attention to detail will distinguish the best candidates from the rest. Add a shot of enthusiasm and passion for the job, and you will be our ideal candidate.

The Program & Operations Coordinator role is a 1.0 FTE temporary position ending on March 31, 2027.

Key Responsibilities:

HUMAN RESOURCES SUPPORT

• Provide administrative and coordination support to management in the implementation and maintenance of human resources systems, policies, and procedures.
• Respond to employee and contractor inquiries regarding compensation, benefits, and employee relations in a timely and professional manner.
• Maintain accurate and current job descriptions, coordinate recruitment activities including candidate screening, interview scheduling, and documentation.
• Support all stages of the employee lifecycle, including onboarding, orientation, performance management, and offboarding processes.
• Maintain employee records and ensure the accuracy and integrity of data within HR systems and files.
• Prepare documentation and assist in the facilitation of employee performance reviews and related processes.
• Administer employee benefit programs and assist with the implementation of HR initiatives that promote organizational consistency and compliance.

OPERATIONS AND ADMINISTRATION

• Oversee daily office operations, including procurement and management of inventory, office supplies, keys, software, and hardware, in collaboration with external IT providers.
• Perform credit card and expenses reconciliations and minor accounting duties as assigned.
• Manage organizational contracts, leases, and service agreements, ensuring compliance with internal controls and operational standards.
• Develop, implement, and monitor workplace health and safety programs to ensure a safe and compliant work environment.
• Serve as a primary point of contact for general inquiries, delivering a high standard of service to both internal and external stakeholders.
• Provide operational and administrative support to the HR Business Partner & Special Projects, and to the Executive Director as required, in areas such as project coordination, reporting, and process improvement.
• Collaborate with internal teams to streamline workflows, enhance operational efficiency, and strengthen organizational effectiveness.

EVENT AND PROGRAM COORDINATION

• Support the work of committees, the Executive Director, HR Business Partner & Special Projects, and Program Managers in delivering educational, engagement, and professional development initiatives.
• Coordinate the annual and monthly schedule of meetings and events, ensuring effective planning, communication, and alignment with organizational objectives.
• Plan, organize, and execute events from concept to completion, managing logistics, budgets, and deliverables to ensure professional and high-quality outcomes.
• Liaise with speakers, presenters, and vendors to coordinate participation, materials, and event logistics; provide preparation and technical support as needed.
• Partner with the Communications Lead to develop, implement, and distribute event-related communications, marketing materials, and engagement strategies.
• Lead all aspects of event operations, including on-site and virtual facilitation, and oversee post-event activities such as evaluations, reporting, and process documentation.
• Solicit and analyze feedback from members, staff, and event participants to drive continuous improvement in event and program design.
• Develop and maintain comprehensive documentation for event and program-related policies, procedures, and workflows.
• Provide administrative support to committees and programs, including preparation of agendas, meeting minutes, correspondence, and reports.

WorkIng Conditions

This position will be based in our central Richmond office location, where you will work in-person. The Program & Operations Coordinator position requires availability to work in-person from Monday to Friday during regular office hours, with the expectation of attending in-person early evening and/or early morning meetings/events as scheduled. Travel, including transportation of event gear primarily in Richmond/Vancouver is required; therefore, a valid drivers license and access to reliable vehicle transportation is a must.

Education & Experience

• Bachelor's Degree in Business Administration, or a related field
• CPHR designation is preferred
• Minimum 3+ years in a related role
• Experience in events, webinars, and conference planning
• Experience in Microsoft Office

Knowledge, Skills & Abilities

• Effective and clear communication skills (written and oral)
• Strong interpersonal skills with the capacity to work alone or in a team, as needed
• Ability to multitask and prioritize with a high level of organization; ability to remain calm under pressure
• Strong attention to details
• Excellent time management and developed organizational skills, with the ability to meet deadlines
• Ability to handle highly confidential material and information with professionalism and tact
• Willingness to work flexible hours, including early mornings, evenings and weekends, as needed

Other Requirements

• Valid driver's license and access to reliable transportation.
• Ability to work flexible hours, including some evenings and weekends, as needed

Benefits:

Paid Leave

• 15 days vacation
• 5 sick days
• 3 days Bereavement
• Statutory holidays paid after 30 days of employment

Extended Health Benefits and Dental

• Comprehensive medical and dental benefits
• Life insurance at $50,000
• Accident insurance at $50,000
• Long-term Term Disability coverage at $10,000