Administrative Coordinator, Research Informatics - BC Children's Hospital Research Institute
BCCH Research
Vancouver, BC
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 Director, the Administrative Coordinator provides confidential administrative support to all senior program staff. This position manages the day to day operations of the Director’s office and works in collaboration with administrative assistants and other provincial office staff to manage workload for the provincial office. This position is responsible for submitting HR and Finance information, maintaining office equipment and supplies and overseeing administrative aspects of provincial training sessions. Financial responsibility includes the prudent use of the resources available to the position within the scope of the designated authority and the developing and monitoring of budget expenditures related to administrative support and provincial training sessions.
What you’ll do
- Provide general administrative functions and support for the provincial program. Manage a wide range of administrative duties to ensure integration and delivery of provincial office functions in a timely and appropriate manner.
- Manage confidential and sensitive information in support of the Director and other senior staff, including the preparation and submission of human resource and financial documentation such as eforms; respond to related questions and take follow up action as needed; notify Director of issues along with options for resolution.
- Complete timekeeping for staff including preparing and submitting employee time records; respond to timekeeping enquiries and resolve issues.
- Lead the ongoing development, evaluation and implementation of office systems, policies, standards, work methods and procedures for the site. Lead the development and maintenance of secure record keeping/filing systems. Coordinate and control general office organization relating to the setup and termination of employees including security access cards and works with IM/IT to set up staff on office systems including email, server access and phone systems.
- Work closely with the Director and other staff to support program quality assurance initiatives and the audit process. Collect and collate data.
- Maintain and coordinate the Director and Senior Leaders calendar/travel requirements through such methods as receiving appointments, prioritizing incoming requests resolving time conflicts.
- Schedule and arrange internal and external meetings by coordinating rooms and equipment, preparing and distributing meeting materials and agendas, taking and processing minutes where requested and reviewing and following up on meeting commitments. Attend to catering, travel and accommodation arrangements.
- Provide consultation and oversight to designated provincial office administrative staff, review workload assignments, and bridge clinical and administrative aspects of the program. Coordinate the hiring and training for administrative assistants.
- Provide leadership to others in the form of guidance and direction on the interpretation and application of organizational and program policies and procedures as well as exchange of information to others internal and external; act as a resource and point of contact for provincial office staff and partners.
- Coordinate provincial training sessions and conferences and negotiate financial contracts within operating costs and budget. Manage all related venue, travel, registrations, participant and speaker coordination aspects.
- Compose, produce and maintain a variety of documents including correspondence, information/briefing notes, and newsletters. Assist with the development of program resources and materials and maintain the program share point sites.
What you bring
Qualifications
- A level of education, training and experience equivalent to completion of a post secondary secretarial/administration training program and five (5) years of progressive experience supporting senior level management. Experience in health care an asset.
- Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
- Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
- Demonstrated knowledge and understanding of legislative obligations and provincial commitments within BCCH Research contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.
Core Competencies
- Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
- Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).
Skills & Knowledge
- Demonstrated ability to work independently using tact, discretion and confidentiality when preparing and disclosing information of a confidential/sensitive nature and in resolving issues and problems.
- Demonstrated ability to use related equipment including word processing, spreadsheet, presentation software at an advanced level. Demonstrated flexibility to adapt to changes in organizational priorities.
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated interpersonal skills to promote a positive team and work environment including flexibility and openness, a calm demeanor.
- Demonstrated “learner” type of leadership. Demonstrated ability to communicate both verbally and in writing including the ability to respond politely and diplomatically to both external and internal inquiries.
- Ability to type 60 wpm.
- Physical ability to carry out the duties of the position.
- Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
- Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Temporary Full-Time (Until March 31, 2028 or Until Return of Incumbent)
Salary Range: $58,494 - $76,773. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 4500 Oak Street, Vancouver BC V6H 2N9
Closing date: Applications accepted until position is filled
Hours of Work: Monday-Friday 09:00-17:00
Requisition #: 200649E
What we do
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.
One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at [email protected].
Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.
Attention current employees of PHSA:
You must apply via your internal profile at http://internaljobs.phsa.ca.
The internal job posting expires on July 1, 2026 and will no longer be accessible. If the internal job posting has expired, please e-mail [email protected] with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.
If you have not yet set up an internal profile, please e-mail [email protected] with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days.
If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at [email protected].
