131538 - Medical Administration Coordinator & Assistant

Work Location
CHST - QLT 2nd floor
Work Area
Vancouver Community Medical Affairs
Home Worksite
00 - Excluded - VCHA
Labour Agreement
Excluded
Union
905 - Mgt/Excluded-VCHA (37.5 Hr)
Position Type
Baseline
Job Status
Regular Full-Time
FTE
1.00
Standard Hours / Week
37.50
Job Category
Administrative Professionals
Salary Grade
04
Min Hourly
CAD $29.31/Hr.
Max Hourly
CAD $38.47/Hr.
Shift Times
0800-1600
Days Off
Saturday, Stats, Sunday

Come work as a Medical Administration Coordinator & Assistant with Vancouver Coastal Health (VCH)!

Reporting to the Senior Medical Director, and the Executive Assistant/Office Coordinator, the Medical Administration Coordinator & Assistant provides direct administrative assistance to the Medical Directors and coordinates medical staff recruitment, the medical credentialing process, annual reappointment, and assists with investigating and responses to physician complaints. Maintains all staff and locum medical staff records including electronic database, produces a variety of documents that are well researched, accurate, and timely; and coordinates and attends meetings. Primary working relationships are with the Senior Medical Director, Medical Department Heads, Credentials Committee, , staff and locum physicians, Risk Management, Medical Staff Compensation and Recruitment, Ministry of Health, and other CoC Medical Administration/departments of Medical Affairs in other health authorities.

As a Medical Administration Coordinator & Assistant with Vancouver Coastal Health you will:

• Provide administrative assistance to the Senior Medical Director(s), and as required, may also support the Chair of Area Medical Advisory Committee (AMAC) and the President of Medical Staff, Credentials Committee and the members of the AMAC, which respects confidentiality and ensures that all administrative matters are organized and dealt with in a professional manner. Triage correspondence effectively, determine appropriate action, and follow up on a timely basis as appropriate.
• Coordinate the medical credentialing process including the annual reappointment process and the collection of dues by sending and compiling various documents, and liaising with various individuals, committees and boards through each stage of the credentialing and reappointment process. May orient and train others in these processes.
• Maintain all staff and locum physician records including electronic database and paper based files; and produce reports database information as requested.
• Coordinate physician recruitment including assisting in drafting and advertising for vacancies, ensuring all application documentation is in order and properly filed, arranging for physician interviews and accommodations, distributing information to appropriate individuals, and providing orientation to department to ensure a smooth recruitment process.
• Assist with Physician/Medical Staff complaints by speaking with complainant regarding nature of complaint, gathering factual information and referring to Risk Management for their follow-up.
• Produce a variety of documents such as reports, correspondence, presentation materials, spreadsheets, and memos that are well researched and analyzed, accurate, professional and appropriately formatted.
• Monitor assigned budgets such as Physician Education Funds and Medical Staff Funds by receiving reports, monitoring expenditures against budgets, conducting reviews to ensure compliance with terms, identifying and resolving discrepancies in accordance with established policies, and preparing financial summaries.
• Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, attend meetings to take minutes, transcribing, circulating and following up on issues arising from minutes, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
• Liaise with all members of the medical staff, various departments, internal and external contacts, Ministry of Health, and community organizations to obtain information and follow up on the status of outstanding issues and requests.

Education & Experience

• Diploma in a related program plus three to five (3-5) years' recent, related experience in a complex health care environment with progressively more responsible secretarial and administrative positions supporting senior level management, or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, database and presentation software skills and the ability to type a minimum of 60 w.p.m.

Knowledge & Abilities

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaises in a professional and courteous manner with senior leaders, managers/directors, staff and the external suppliers to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent needs of others.
• Utilizes strong investigative and analysis skills in order effectively administer program requirements. Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Employs expertise in the use of computer software applications to create a variety of documents. Practices care and thoroughness when entering and maintaining systems information, calculating and summarizing data, and compiling reports.
  
  

Why Join Vancouver Coastal Health (VCH):

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

Equity, diversity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.

We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.

***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.