Job Description: Project Coordinator
Vancouver Stroke Program (Clinical Stroke Program)
Hours: 0.60 FTE
Wage: $26 to $30 per hour
Location: Diamond Health Care Center
This position works closely with the Medical Director of the Vancouver Stroke Program (VSP) to execute strategic projects to grow the capacity of the program. In addition the position coordinates and oversees the complex administrative processes of VSP and will support the administration functions for the Medical Director of the VSP.
- Responsible for a variety of projects as assigned by the Medical Director to ensure the efficient administration, organization, and operation of the VSP’s Clinical Stroke Program.
- Work with the Medical Director to submit Business Cases for new VSP initiatives.
- Assisting the Program Director in developing Project Proposals for QI and Implementation projects
- Demonstrate a high level of understanding and initiative to act on changing priorities for the VSP to ensure priorities are met.
- Maintain and schedule calendars and is responsible for communicating and resolving conflicts, ensuring these are handled in a way that maintains relationships. Continuous updating and rescheduling is required. Exercise a high degree of discretion when scheduling and rescheduling.
- Draft, edit, and finalize documents. Prepare draft agendas and distribute meeting materials. Prepare meeting minutes and follow up on action items.
- Co-ordinate and arrange internal and external meetings and prepare related materials and items. This includes arranging room bookings, organizing catering, preparing agendas/documents, communicating information to attendees, and transcribing meeting minutes.
- Take meeting minutes and notes. Prepare logistical details and materials for staff meetings and off-site events.
- Oversee and process confidential and sensitive financial documents that have significant budgetary impacts.
- Ensure that news, changes, issues, concerns, etc. from the Medical Director of the VSP are communicated to relevant audience members within the team.
- Perform financial duties such as processing expenses, credit card payments and reconciliations, and travel requisitions.
- Sort and prioritize incoming mail, both electronic and written. Reroute where relevant ensuring appropriate follow-up.
- Prioritize and triage other requests within the office and oversee admin functions to better serve the VSP.
- Screen, prioritize, and process telephone calls effectively and perform proper selection for putting calls through.
- Provide senior confidential secretarial and administrative support to the Medical Director of the VSP.
- Organize the Medical Director’s calendar and responsible for prioritizing and scheduling meetings and appointments, composing and editing various routine as well as complex and/or sensitive documents and reports. The position identifies and communicates high priority requests and coordinates with other schedules, using senior relationship management protocols to negotiate times and locations to book meetings, functions etc.
- Communicate and respond to confidential emails and written and verbal communications on behalf of the Medical Director. Draft correspondence on behalf of the Director of the VSP as necessary.
- Perform other related duties as necessary assisting with other areas of the Executive Education unit.
- Exercise judgment, tact, and decision-making in a wide variety of duties and responsibilities; errors in completing work and scheduling or planning events may result in unnecessary expenditures, inconvenience and/or embarrassment to the VSP. Handling enquiries in an inappropriate manner can adversely affect relations between the VSP, its internal and external collaborators, and the public perception of the institution.
- The Project Coordinator is expected to exercise judgment in establishing priorities in the Medical Director's calendar, and carry tasks through to completion in a timely manner. The Project Coordinator must exercise initiative, tact, and judgment in handling matters that are confidential and strategic in nature. Timeliness, diplomacy, and the ability to multitask are essential when dealing with complex inquiries, requests of the Medical Director's time, and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Medical Director.
High school graduation and two-year post-secondary diploma is required. Four years related experience or the equivalent combination of education and experience is also acceptable. Experience in a large and complex organization, working as a senior executive assistant/coordinator in the private or public sector is preferred.
- Excellent organizational and multitasking skills and the ability to work under pressure of deadlines is essential.
- Ability to prioritize assignments and work independently without ongoing direction.
- Ability to maintain accuracy and attention to detail.
- Ability to exercise a high level of tact and discretion in developing and maintaining collaborations with senior level academic, industry, and community leaders.
- Must understand the current business atmosphere and be able to exercise sound judgement with the ability to act decisively, independently, and with sound reasoning.
- Ability to plan, schedule, and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings.
- Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level.
- Ability to be thorough, accurate, and have a high level of attention to detail.
- Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Work is done under minimal supervision. The Project Coordinator will perform most duties independently, occasionally consulting the Medical Director or senior staff. This position will receive direction or task assignment from the Medical Director. The Project Coordinator will need to exercise independent judgment in selecting and interpreting information, implementing priorities, and reconciling operational conflicts.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.