Are you the go-to person for keeping things organized and running smoothly? If so, we're looking for you!
The Administrative Coordinator position at Ridge Meadows Division of Family Practice is the backbone of our non-profit, project-based 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.
The ideal candidate has at least two years of administrative experience, excellent communication skills, a love for teamwork, and the ability to thrive in a fast-paced environment with minimal supervision. You are passionate about organization, community, and being part of a fun and dynamic team!
JOB SUMMARY
The Administrative Coordinator ensures smooth office operations, supporting our high-performing staff team of 14 to meet project goals and deadlines. You’ll support a variety of teams – including Engagement, Operations, Projects and Accounting.
Key activities include supporting meetings and events alongside the Meeting Management Coordinator, maintaining trackers and databases, and supporting the distribution of resources to physician members and the community. The role requires strong admin skills, effective time management skills, and a collaborative mindset in a fast-paced environment. You have a positive attitude and bring a solutions-oriented approach, and you are flexible with occasional early morning or evening support that is required.
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 160 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
Administrative, Engagement Responsibilities
The successful candidate will be responsible for coordinating all catering, supporting meetings and events, maintaining and updating databases, and performing a wide range of general administrative duties.
Key Responsibilities
- Support the Meeting Management Coordinator in coordinating meeting and event logistics (in-person and virtual), including catering coordination, and overall execution
- Coordinate catering by sourcing cost-effective vendors, placing orders within budget, accommodating dietary requirements and allergies, arranging virtual meal supports (e.g., DoorDash gift cards), and maintaining vendor relationships including orders, invoicing, and payments
- Keeping an organized, clean, and well-stocked office and meeting spaces, including supply management and overall upkeep
- Prepare and assemble meeting materials and packages; set up, support, and reset meeting spaces
- Set up meeting technology, including A/V setup, Zoom polls/recordings, and basic troubleshooting
- Provide administrative support across 14 staff members, including supporting project delivery, document preparation, printing, research, and purchasing
- Support member engagement and recognition by sourcing, tracking, coordinating deliveries, and distributing appreciation gifts
- Maintain a personal workplan, and participate in team and quality improvement activities
QUALIFICATIONS
- Minimum 2 years of experience in an administrative or coordination role, ideally in a fast-paced environment; non-profit experience is an asset.
- Valid driver’s license and access to a reliable vehicle.
- Highly organized with strong attention to detail, the ability to prioritize, and meet deadlines.
- Intermediate to advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), with experience in data entry, tracking, and basic reporting.
- Adaptable and quick to learn, with the ability to thrive in a dynamic environment and maintain an organized, well-functioning office.
- Has a technical aptitude, including troubleshooting basic audio/visual and office equipment (computers, printers, Wi-Fi, and related tools).
- Experience with a variety of digital workplace tools, such as Monday.com, SharePoint, Google Calendar, Maximizer, and Basecamp.
- Strong communication and interpersonal skills, with a collaborative, service-oriented approach to working with diverse teams and stakeholders.
- Proactive, professional, and reliable, with the ability to collaborate effectively within a team, supported by strong interpersonal, and problem-solving skills.
What we offer
We operate in a flat organizational structure. All staff are self-directed, working collaboratively to meet deadlines in a fun, spirited yet 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 pay range 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 accumulates at 2 weeks in the first year and increases to 3 weeks after three years and 4 weeks after five years of employment.
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
This is a 30–32 hour per week, in-office position, typically structured over four or five days. You will have the flexibility to choose your preferred working hours with the understanding that occasional early morning, evening, and weekend meetings may be required to accommodate physicians’ schedules.
The Administrator must be adaptable and able to manage a dynamic schedule. In return, the Division offers a supportive team environment and a flexible approach to help balance your work and personal commitments.
This role requires travel throughout the Maple Ridge and Pitt Meadows region; therefore, reliable transportation is essential.
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 or a scavenger hunt. 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 taking a surprise Zumba class as a group during our workday.
Interested candidates may submit their resume and cover letter to [email protected] and [email protected]. Only shortlisted candidates will be contacted.
Job Type: Full-time
Pay: $21.00-$23.00 per hour
Expected hours: 32.0 per week
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
Ability to commute/relocate:
- Maple Ridge, BC V2X 3C1: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have a technical aptitude?
Education:
- Secondary School (preferred)
Experience:
- Administative : 2 years (required)
Licence/Certification:
- Driving Licence (required)
Location:
- Maple Ridge, BC V2X 3C1 (preferred)
Work Location: In person
