Administrative Coordinator, BC MQI

Job Summary

Reporting to the Provincial Director, BC Medical Quality Initiative (BC MQI), the Administrative Coordinator ensures that BC MQI administrative and management functions operate efficiently by working with the BC MQI team to support BC MQI operations and processes and financial reporting requirements. Responsibilities include providing administrative and secretarial support to the Provincial Director and managing day-to-day operations, including appointment and meeting coordination, preparation and processing of invoices, documents and information, and maintenance of office equipment, supplies and IT needs for staff at BCMQI. The Administrative Coordinator provides support to the Executive Medical Lead as required. The position also undertakes special projects at the request of the Director. Identifies process and business improvement opportunities, and designs and implements appropriate solutions.

Duties/Accountabilities

• Manages and coordinates internal Financial and Operational support processes for BC MQI such as setup, tracking and administration of purchase requisitions, invoice tracking and document management, ensuring accuracy and quality of program documentation.
• Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages. Compiles relevant statistical information and reports.
• Assists with financial analysis and reporting across BC MQI. Assists with preparing accurate and up-to-date financial summary reports, and creating and maintaining financial tracking tools. Coordinates all governance committee meetings. Attends and records meeting proceedings, prepares and distributes minutes, and takes follow-up actions pertaining to the BC MQI Office.
• Maintains a coordinated and up-to-date calendar for the Provincial Director’s appointment schedule and coordinates appropriate travel arrangements.
• Assists in budget development and monitors expenditures. Completes purchase requisitions online and forwards for processing, ensuring invoices are authorized and submitted for payment.
• Provides project support, and compiles and analyzes data involving new projects. Prepare accurate and up-to-date financial summary reports. Creates and maintains financial tracking tools.
• Identifies internal and external business and administrative process improvement opportunities and develops standardized and efficient processes to streamline activities. Proposes process or tool enhancements.
• Produces and delivers management reports to governance structure and relevant stakeholders.
  
  

Qualifications

A level of education, training, and experience equivalent to a Bachelor’s Degree in Business Administration or relevant discipline with a minimum of three (3) year’s recent, related experience in administration and/or financial analysis. Capable of communicating and functioning within a complex environment. Demonstrated ability to build and maintain effective relationships. Computer literacy with word-processing, spreadsheet, presentation, project management and database applications. High attention to detail. Capable of identifying problems and developing creative solutions. Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing.