Program Administrator

Program Administrator, Project Management Office

Employment Type: Part-time (0.5 FTE, 20 hours per week), temporary until Mar 31, 2027

Salary Range: $23 - $26/hour

Location: Vancouver, BC (Hybrid)

About Vancouver Division of Family Practice

Vancouver Division of Family Practice (VDoFP) is a not-for-profit organization that supports family physicians and primary care teams to improve patient care and health system outcomes across Vancouver.

We work closely with physicians, community partners, and health system stakeholders to design and deliver programs that strengthen primary care, improve access to services, and support patients across the continuum of care. Our work is collaborative, innovative, and grounded in the real needs of providers and the communities they serve.

As a small but highly impactful organization, we value thoughtful problem-solving, strong relationships, and a shared commitment to improving how healthcare works in practice.

Why Work With Us

We know many of our candidates are choosing between large health authorities and organizations like ours. Here’s what makes working at VDoFP different:

• Meaningful Impact: your work has a direct and visible impact. You’ll see how your efforts support physicians, care teams, and patients, without being several layers removed from decision-making.
• Close-Knit, Supportive Team: we are a small, collaborative organization where people know each other, support one another, and genuinely care about the work they do. Your voice matters, and your contributions are recognized.
• Work-Life Balance: we offer a hybrid work environment (four days per week at home) and prioritize realistic workloads, flexibility, and sustainable pace, because we believe good work happens when people are supported.
• Autonomy & Growth: you’ll have space to take ownership of your work, contribute ideas, and grow your skills. We value initiative, curiosity, and continuous improvement.
• Health System Alignment & Stability: as a member of the Municipal Pension Plan (MPP), employees may be eligible to transfer their existing pension from participating public-sector employers (including health authorities), offering long-term security and continuity for those moving from larger organizations.
• Values-Driven Culture: we are guided by respect, collaboration, equity, and integrity. We strive to create an inclusive workplace where diverse perspectives are welcomed and valued.

About the Role

The Program Administrator, Project Management Office (PMO), plays a key role in supporting the coordination and delivery of projects and initiatives across the organization. This position provides administrative, project, and operational support to ensure the smooth execution of PMO-led work, helping to strengthen planning, delivery, tracking, and reporting processes.

You will work closely with our internal Project Managers to support project documentation, scheduling, communications, and data management. This role helps ensure projects stay organized, timelines are maintained, and stakeholders are well informed and supported throughout the project lifecycle.

This position is well suited to someone who is highly organized, detail-oriented, and comfortable working in a fast-paced, collaborative environment, with an interest in project coordination and improving how work is delivered within the healthcare system.

This is a part-time position of 20/hours per week working from home. There be occasions to attend at the Vancouver office periodically. Schedule is flexible and will be set and agreed upon between the successful candidate and lead Project Manager.

What You’ll Do

Provide administrative support to the Lead Consultant for assigned projects including, but not limited to, Peer Physician Engagement and Flu Vaccine Delivery:

Program Email Monitoring & Correspondence:

• Monitor and respond to emails for assigned projects.
• Draft any non-standard responses.
• Create template emails for standard responses & marketing / reminder emails.
• Understand functionality of Mailchimp vs. Email bcc vs mail merge and choose the appropriate tool for mass emails.
• Create surveys e.g. in Checkbox

Program Communications:

• Make webpage updates e.g. edits of program information as needed
• Draft communications (e.g., Fast Facts enewsletter to membership, social media content) as needed.
• Create collateral such as posters and membership-facing documents.

CRM:

• Coordinate with Decision Support Team to capture in the CRM elements like Program Participation (clinics and members) and any general clinic or practitioner updates.

Financial

• Review and submit invoices to authorize payments to suppliers, clinics or physicians.
• Track payments, coordinate with accounting, and answer payment related emails (e.g., “payment not received”).

General:

• Note taking – program debriefing mtgs, external meetings, as needed, or review AI-assisted notes.
• Perform other related duties as assigned and identified.

What You Bring

• Minimum 2 years of administrative or program coordination experience, ideally in healthcare, non-profit, or public-sector environments
• Highly detail-oriented with strong organizational and time-management skills
• Advanced proficiency in Microsoft Office, particularly Excel (database management, basic data analysis, tracking, reporting)
• Comfort with learning new interfaces to create program materials
• High level of comfort working with data in Excel
• Excellent English written and verbal communication skills
• Ability to manage multiple priorities and meet weekly and monthly deadlines in a dynamic environment
• Resourceful, self-motivated, professional, and respectful in all interactions
• Comfortable working both independently and as part of a collaborative team
• Experience working in Monday, Canva, Checkbox and Miro Experience with Monday, Canva, Checkbox, and Miro is a strong asset
• Basic visual design skills is an asset
• Previous experience within the BC healthcare system is considered an asset

What We Offer

• A respectful, inclusive, and values-driven workplace
• Municipal Pension Plan (MPP) membership for qualifying employees
• Employer supported extended health and wellness benefits
• Generous vacation and paid time off
• Professional development opportunities