ADMINISTRATIVE COORDINATOR (MATERNITY LEAVE)
13-month Term | Full-Time | Vancouver, BC
Make an Impact
BC Family Doctors is advocating to create a new reality for patients and family physicians. We believe everyone deserves a family doctor. As our Administrative Coordinator, you will play an important role in administrating the day-to-day operations of BC Family Doctors, supporting human resources, financial and general administration.
Who We Are
BC Family Doctors’ purpose is to build an environment where family medicine and family doctors thrive. We are a member-driven professional association - the political and economic voice of family doctors in BC. We are fierce and passionate advocates working to ensure family physicians are seen, heard and valued as the cornerstone of our health care system. We cultivate a culture of openness, respect, integrity, vulnerability, courage and all kinds of smarts.
Our Team
We’re a small, dynamic team in a fast-paced non-profit, connected to purpose and doing work that we love. We’re not hung up on titles and hierarchy - we work together because it makes us stronger, and let’s face it, teamwork makes everything better. We work closely with our dedicated Board of Directors, who are all practicing family physicians.
Your Role
Reporting to the Executive Director, this role is responsible for providing key administrative support for the staff team, board members, and physician members.
GENERAL ADMINISTRATION
- Maintain office and online documentation and filing
- Overseeing organizational internal annual calendar
- Scheduling meetings, doodle polls, formatting documents and meeting packages
- Lead small office projects that improve operational efficiency and member services
- Liaise with Building Managers, technical support personnel and other support services for upgrades, maintenance and repairs
- Maintain office infrastructure inventory including laptops, home office equipment, and access keys
- Create and update documents to aid understanding of current workflows and processes
FINANCIAL ADMINISTRATION
- Work with the Executive Director to support financial management
- Support payroll process, including collection of timesheets, invoices and coordination with bookkeeper and payroll agency
- Consolidate and file (electronically) all credit card and banking statements
- Collect, share and file all necessary documents to/from bookkeeping agency
- Manage annual subscriptions and payment process
- Support annual audit process
HUMAN RESOURCES ADMINISTRATION
- Work with the Executive Director to support a healthy and vibrant team environment
- Support the administrative portions of onboarding process for new staff and Board Members
- Support with team culture activities such as staff events, recognition and special celebrations
MEMBERSHIP SUPPORT
- Liaise with Doctors of BC regarding the membership, receiving of dues, categories and payments
- Backfill support for annual membership renewal process and ongoing website access
- Assist in the annual Nomination and Elections processes
MEETING AND EVENT COORDINATION
- Support and assist the Member Services Coordinator and Executive Director in planning and execution of Board meetings and events, committee meetings, AGM, and staff events
- Provide in-person or virtual support at meetings, such as food services, electronic and supply needs, and document materials
- Support event coordination, marketing and promotions for BC Family Doctors networking and educational events, including registration, logistics, and day-of-event support
What you Bring
- One to three years of relevant experience or equivalent education
- Excellent attention to detail and organizational skills
- Excellent written and verbal communication skills
- Must be a “people person” who enjoys working with many different working styles in a busy environment
- Self-directed and organized with the ability to manage time with overlapping priorities and multiple areas of responsibility
- A positive, enthusiastic attitude
- Strong interpersonal skills and the ability to build relationships with a community of physicians and physician organizations
- Good computer and Web literacy (web-based apps, word processing, Internet research, spreadsheets in a Windows environment, including, MS Office) and a willingness and ability to learn quickly
- Residing in the Lower Mainland is recommended for in-office days, meetings, conferences, and events
The Details
This is a 13-month, full-time contract position (37.5 hours per week) to cover a maternity leave. This position does not serve as a full replacement of the incumbent role, as certain responsibilities will be redistributed. The anticipated contract dates are mid-September 2026 to mid-October 2027. The role is based in Vancouver, with a salary range of $50,000-$60,000 per annum, depending on qualifications and experience. We provide 4 weeks paid vacation plus holiday office closures and an excellent benefits package.
We pride ourselves on having flexible work schedules and an engaging, supportive team atmosphere. Ours is a hybrid work environment, mixing remote work with 2 days per week in the office. Some evening and weekend work will be required.
How to Apply
If you see yourself in this position and it seems like a good fit, we invite you to apply even if you don't check all the skills or qualification boxes. BC Family Doctors is committed to equity and inclusion. We encourage candidates from diverse backgrounds and experiences to apply.
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
Application question(s):
- Do you currently reside in Metro Vancouver?
Work Location: Hybrid remote in Vancouver, BC
