Administrative Coordinator

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Regional Director, the Administrative Coordinator is responsible for organizing and prioritizing work, and analyzing and interpreting available information in order to make decisions affecting the completion and accuracy of work at the assigned cancer centre(s). The Coordinator will exercise judgment with regard to how to organize material for access and use by others. The role is responsible for coordinating and managing operational initiatives to facilitate their optimum development, implementation, and evaluation; oversees the development and implementation of a variety of change initiatives for specific clinical and non-clinical programs and/or disciplines; leads designated committees and working groups as required.

Duties/Accountabilities:

• Manages operational initiatives from development through to implementation. Provides support to initiative sponsors or sponsor groups, ensuring alignment with the BC Cancer Agency’s and PHSA’s strategic vision and goals.
• Develops project plans appropriate to the initiative and incorporates project management and change management approaches to ensure success in complex multi-stakeholder, multi-disciplinary settings.
• Collaborates with program staff to define and communicate service requirements and quality expectations to contracted facility management service providers. Liaises with internal and external partners to develop policies and procedures for integration of care and for clear facility processes.
• Assists the Director in project coordination, administration, project input, project planning, and reporting. Arranges meetings and/or appointments including booking meeting rooms, preparing and distributing agendas, notifying participants, and scheduling. Attends meetings as requested.
• Assists in developing, implementing and supporting business continuity plans, facility directives and on-call procedures.
• Ensures the necessary communication of information through the cancer centre and other partners while maintaining appropriate levels of security and confidentiality.
• Monitors equipment service contract expiry dates, maintains service records and liaises with the Director or clinical services manager on upcoming contract expiry and renewals.
• Chairs the Occupational Health and Safety Committee and proactively administers and responds to occupational health and safety issues as required.
• Conducts background research on various topics, summarizes information and drafts presentations.
• Provides 24/7 administration on-call coverage to the Centre on a rotational basis as part of the centre leadership team.

Qualifications:

A level of education, training, and experience equivalent to a Bachelor’s degree in Planning, Business Administration, Health Administration or other related field with specific courses in Project Management and Organizational Development and five (5) years of healthcare experience with increasing responsibility including training in leadership,planning, communications, human resource management, and business. Demonstrated initiative. Independent problem solving capabilities. Proven ability to meet deadlines and coordinate a number of projects at once. Proven attention to detail. Knowledge of Word processing, spreadsheet and planning software. Excellent written and verbal communication skills. Strong people and team skills. High level of motivation. Ability to work in a fast paced team environment. Ability to work with minimal supervision. Ability to organize work.