Non-Profit 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 our superstar of office operations and technology troubleshooting, ensuring the smooth functioning of the team to produce excellent patient care improvement project results and keeping our office running efficiently. Your responsibilities include providing administrative support to various staff teams, leading small office projects, helping at our events, filing, maintaining office supplies, troubleshooting technology, family practice clinic deliveries and more. The ideal candidate should possess administrative and operations experience, excellent communication skills, a love for working with a team in a fun office setting and the ability to work collaboratively in a fast-paced environment. Come join our growing, vibrant family – we cannot wait to meet you!

JOB SUMMARY

The Administrative Coordinator is responsible and accountable for leading the smooth operations of the office, resulting in a high-performing staff team that meets project outcomes and deadlines. The staff team you support includes but is not limited to, the operations, engagement, project and accounting team. You will be asked to lead small project pieces from any staff team member from time to time, as well as be the go-to person for office operations. You will work collaboratively with your colleagues to plan events, manage data, develop, and distribute resources and communicate project outcomes to our members and community. Having flexibility in your work schedule (some early morning and evening meetings and events), working collaboratively in our fast-paced, team environment and having a “can-do” attitude are imperative.

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 RESPONSIBILITY

Big Picture
Responsible for contributing and supporting the organization's annual Strategic Plan and 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 operational support, database administration, troubleshooting technology, document creation. accounting support, member engagement support, project and meeting support.

The Administrative Coordinator will:

• Be responsible for the majority of operational tasks.
• Maintain an administrative coordinator workplan, ensure deadlines are met and work through roadblocks with team
• Troubleshoot technology for self, staff and physician members as required
• Be committed to providing attentive support to our staff team and members while being courteous, proactive, and well-organized, bringing creative solutions to administrative problems
• Support project work as requested, including research, data collection and reporting
• Maintain the general upkeep of the office common areas, including kitchen
• Frequently checking office supply stock; reordering supplies for all staff when needed
• Respond to public office phone voicemail messages and direct to appropriate staff person as required, in a timely manner
• Attend staff and member meetings, taking notes as required
• Draft documents, including various trackers, as requested
• Always maintain a clean and organized workspace
• Set up meeting room prior to meetings, including audio and visual presentations and equipment
• Ensure printers always have ink and paper
• Coordinate database information, ensuring accuracy; contact management database, marketing database, lists, trackers, survey results, and others as requested
• Work collaboratively with team to obtain RSVPs for meetings and events
• Prepare meeting packages, event documents, signage, and posters
• Coordinate food and beverages for meetings
• Deliver documents and distribute to physician clinics within Maple Ridge and Pitt Meadows as directed.
• Sourcing and obtaining quotes for various office needs
• Coordinate thank you cards and gifts for meeting guests/presenters and ensure sent in a timely manner
• Support survey question and clinic poking by calling or visiting local physicians/MOAs
• File payables and provide support for visa statement and receipts matching on a monthly basis
• Coordinate project pieces from start to finish, as assigned
• Support other staff team requests as assigned
• Present a professional and respectful attitude and attire, aligning with our staff culture
• Attend quality improvement check-in meetings

QUALIFICATIONS

• Minimum 2 years of administrative coordinator and payables experience
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint)
• Data collection and input
• Audio/visual experience or technical aptitude to learn quickly and troubleshoot
• Proficiency with office technology equipment included printers, computers, monitors, Wi-Fi, wireless speakers
• Experience with contact management databases and software programs or a willingness and ability to learn very quickly. (Act-On, Maximizer, Smartsheet, SharePoint, Basecamp, Google Calendar to name a few)
• Collaborative team leadership style with exceptional interpersonal communication, relationship building and problem-solving skills
• Exceptional interpersonal, written and verbal communication skills
• Cultural awareness
• Strong task and time management skills
• Proven diplomacy, tact, empathy and understanding of sensitive and confidential issues
• Valid driver’s license with access to a vehicle for local travel
• Ability and openness to take direction

What we offer
We operate in a flat organizational structure. All staff are self-directed, working collaboratively to meet deadlines in a fun, spirited and head-down-focused, kind of way. Transparency is one of our culture pieces that we work hard to maintain. Conversations and meetings are open for anyone to join or listen to the recording if you are interested.

We work towards the objectives and guidelines of our physician leadership developed strategic plan, with a high degree of freedom to figure out how to achieve together with our staff team. We offer opportunities for professional development, personal growth, development, and skill building. The following is our perk list:

Paying fairly is important to us. Being equitable to our current staff team is equally important to us. We have a wide range pay scale that represents where you will start if you have low to no Division, non-profit or similar job equivalent experience. The top end of the scale shows where you can progress to after Division experience, as this carries value compared to standard work experience, given our unique environment.

Group benefits with medical, dental and life insurance start after 3 months. Vacation starts at 2 weeks and increases to 3 weeks after three years and 4 weeks after five years of employment.

It is not uncommon to work a flexible schedule, after completing your 3-month probationary period, with proven ability to meet outcomes, deadlines and displaying professional conduct.

We support volunteering. You will have the opportunity to volunteer to support the Maple Ridge and Pitt Meadows communities with our team or individually.

Work with meaning and purpose with an amazing group of passionate, supportive, and talented people, that we call our Division Family. Together, we make staff development a priority whether it is teamwork building, education, recognizing something awesome you contributed or celebrating your work anniversary.

Working conditions
The administrative coordinator requires availability to work from Monday to Friday, in office, during regular working hours between 8 am – 6 pm (you choose your best start and end time, i.e.: 9am-5pm, 10am-6pm) with the flexibility of attending early morning, evening and/or occasional weekend meetings to accommodate physician’s schedules. The coordinator will need to accommodate and manage a flexible schedule. In exchange, the Division supports your work life schedule with returned flexibility along with staff team support. Travel will be necessary across the Maple Ridge and Pitt Meadows region and reliable transportation is required.

We love to celebrate, consider ourselves a Division family with lots of sharing, and we laugh, like a lot. Oh, and you will see lots of whiteboards with our continuous planning, learning, changing, and adapting. We love to skill up our team, support staff growth and have people try something new. It is common in our office to be rallying as a team to lend a helping hand to do community work with our seniors or collections for the food bank. Expect to take breaks during your work week for anything such as a team high tea, team bowling, dressing up in a character from ‘The Office’ or standing on the street with a sign that says ‘honk for your doc’ for some member appreciation. We also pay attention to health and wellness whether that is ensuring we have fun injected into our daily routines, doing a walk ‘n talk meeting or hiring a local fitness guru to do some deep stretch classes with us.

Job Type: Full-time

Pay: $19.00-$25.00 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (required)

Licence/Certification:

• BC Driver's Licence (required)

Location:

• Maple Ridge, BC V2X 5Y3 (preferred)

Work Location: In person