Program Administrator

The Vancouver Division of Family Practice (VDoFP) is a not-for-profit organization with a mission to improve the primary care system in the City of Vancouver for the benefit of our family doctors and their patients. We are funded by the Government of British Columbia and Doctors of BC, and work in partnership with Vancouver Coastal Health, Providence Health Care, community health organizations and the BC Ministry of Health.

Teams

The Primary Care Network (PCN) team at the VDoFP is working to establish six Ministry of Health-funded PCNs to create an integrated system of care. PCNs are community-based networks of family doctors and other health professionals who deliver exceptional continuity of care to their patients in that community. Each PCN is supported by a Community Network Manager, who are the main engagement and communications facilitators between the VDoFP, Vancouver Coastal Health (VCH) and the PCN’s within the city of Vancouver.

Clinic Business Solutions (CBS) team serves as a comprehensive support hub for Vancouver''s primary care network, operating through four strategic pillars to strengthen healthcare delivery. The team develops and maintains sophisticated business tools and technology platforms while conducting evidence-based research on physician retention and clinic sustainability trends. CBS fosters professional development by managing robust networks for both Medical Office Assistants and clinic leaders, providing peer collaboration platforms, educational programming, and strategic partnerships with local organizations, vendors, schools, and resources. Through extensive consultation services, internal and external partnerships, and forward-looking initiatives, CBS positions itself as an essential cornerstone of primary care support, addressing the full spectrum of clinic business challenges from startup guidance to complex operational restructuring across Vancouver''s evolving healthcare landscape.

Position

Reporting to the PCN Manager Lead, and the CBS Project Manager the Program Administrator is a liaison to our PCN and division members, partners and to the rest of the Vancouver Division organization, and works closely with both teams to coordinate calendars, plan meetings, manage data, organize events and forums, and produce collateral (posters, handouts, presentations, etc.) and communications for the networks.

Key Duties & Responsibilities

• Assist with scheduling meetings and managing the calendar of the direct supervisors
• Support planning and scheduling of internal and external meetings, events and info sessions, providing day-of logistics including notetaking and payment tracking
• Create, prepare, and distribute internal and external communications, including memos, emails, and reports
• Coordinate clinic visits, meetings, and orientations for the VDoFP PCN team and help prepare any necessary data-tracking materials and resources for distribution
• Review and edit member-facing and patient-facing collateral, including handouts, posters, user guides, communication briefs, and project updates
• Prepare and coordinate surveys, documents, and presentations to support the work of the PCN and CBS teams
• Ensure clinic-specific notes are accurately recorded in the CRM and CRM profiles are updated in a timely manner
• Serve as a point of contact for inquiries from internal staff, external partners, and PCN members. Manage the PCN and CBS teams'' email box and facilitate effective communication within the teams, ensuring timely dissemination of information and addressing inquiries promptly
• Provide administrative support for CBS and PCN projects, including maintaining project documentation in Monday.com and OneNote
• Support establishing the MOA recruitment program and assist in screening candidates and running interviews where necessary
• Support the ongoing expansion of the MOA program and act as a key liaison between MOAs and the CBS team
• Offer other general administration support to the CBS and PCN teams

Qualifications and skills

A successful Program Administrator brings the following to the role :

We aim to foster a division of family practice that celebrates and reflects the diversity of the communities we serve. It takes diversity of thought, culture, background, and perspective to create meaningful change in primary care. The Vancouver Division is committed to promoting equity, diversity and inclusion in our recruitment process where all applicants are considered regardless of race, colour, ancestry, place of origin, religion, family status, disability, sex, age, sexual orientation, gender identity and other protected grounds.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed in this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

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