The Nanaimo Division of Family Practice is seeking a full-time temporary Program Administrator to join the team. This work is ideal for someone who has a minimum of 1+ year experience in an administrative position, who demonstrates competency across Microsoft 365 applications.
The successful candidate will need to be organized and have a keen attention to detail in order to successfully support various program areas. Plans can sometimes shift on short notice, and new priorities may emerge unexpectedly. The ideal candidate for this role is someone who can navigate this with composure, flexibility, and a solutions-oriented mindset.
The Division is a non-profit, member-based organization celebrating over a decade of successfully supporting family practice and hospital-based physicians, nurse practitioners, and family medicine residents in the Nanaimo, Lantzville & Gabriola Island areas. We are funded by the Family Practice Services Committee, one of four joint collaborative committees that represent a partnership of the Government of BC and Doctors of BC.
Team Member Openings:
- 1 Full-Time, Temporary leave coverage - 6-month term (potential to extend dependent on funding and organizational needs)
Hours: Our office is open Monday–Friday, 8:30 AM–4:30 PM
*Some meetings may occur in the early morning or evening; flexibility with notice is required.
- FT Temporary: 5 days per week (37.5 hrs)
Benefits: Vacation Days, Sick Days, Personal Days, Stat Holidays, and On-site parking
Pay Rate: $22 - $28/hour, dependent on experience
Closing Date: Open until filled
Work Location: In-person
Application Requirements: Cover Letter & Resume (Resumes submitted without a cover letter will not be reviewed).
Working under the direction of the Program Manager, the Administrator’s responsibilities are organized into four core pillars that reflect the foundational areas of support provided across Division programs:
Administrative Operations
Summary: Provide essential day-to-day support to ensure smooth office functioning and assist with general administrative tasks across program areas.
- Answer phones, greet visitors, run errands, and assist with light housekeeping
- Prepare presentations, correspondence, and maintain contact lists
- Update electronic tracking systems and Division website content
- Support general office operations and assist with other duties as required
Meeting & Event Support
Summary: Assist with the logistics and execution of meetings and events, ensuring materials, venues, and communications are prepared and delivered effectively.
- Book venues, arrange catering, and set up A/V equipment
- Create event materials (e.g., posters, invites) using graphic design and campaign tools
- Manage attendee lists and registration processes
- Attend meetings and events, including some outside regular hours
- Record, transcribe, and distribute meeting minutes; track follow-ups and decisions
Data & Information Management
Summary: Maintain accurate records and handle sensitive information with care, supporting data tracking and reporting needs across programs.
- Collect, store, and analyze data in accordance with the Personal Information Privacy Act
- Maintain organized documentation and ensure confidentiality
- Support internal systems for data entry and reporting
Program & Community Engagement
Summary: Support program-specific activities and foster positive relationships with Members and community partners.
- Assist with all-member events and communications
- Engage with Members, Clinic Managers, and community partners
- Promote Nanaimo and Vancouver Island as attractive locations for physicians
- Represent the Division professionally in all interactions
Qualifications & Work Experience:
- Post-secondary education in administration is considered a preferred asset.
- 1+ years of recent experience in business or office administration or office. Applicants who have demonstrated a combination of relevant education, training, and experience will be considered.
- Experience or education in marketing or social media is an asset.
- Proficient with web-based programs and Office 365 applications such as Outlook, Excel, SharePoint, and Forms.
- Experience using the Wix website platform is an asset.
- Previous experience working in healthcare and/or non-profit organizations is considered a strong asset.
- A valid driver’s license and access to a car is mandatory.
Essential Skills & Attributes:
- Comfort in speaking with professionals, preferably in a healthcare setting, through networking, one-on-one meetings, or larger events.
- Polished communication skills, including verbal, written and digital.
- Able to work unsupervised, take initiative, and produce high-quality work while meeting tight deadlines and collaborating with Division team members as needed.
- Motivated, detail-oriented and eager to learn.
To apply, please send your Resume & Cover Letter to [email protected]
About the Nanaimo Division:
The Nanaimo Division of Family Practice (the Division) respectfully acknowledges we work on the traditional territory of the Snuneymuxw Nation. We are committed to cultivating a culturally safe work environment that reflects our Team’s core values and promotes diversity and inclusion.
Our vision, a healthy Nanaimo through empowering and supporting our primary care community, is a key driving force for our team. In collaboration with community partners, stakeholders, and members, we support a variety of initiatives including, but not limited to, Primary Care Networks (PCN), Physician Recruitment and Retention, Long-Term Care, Pediatrics and Physician Education & Events.
Pay: $22.00-$28.00 per hour
Expected hours: 37.5 per week
Benefits:
- On-site parking
- Paid time off
Work Location: In person
