Administrative Coordinator Medical Affairs

Work Area: 
Department of Medicine Admin office, 5th floor Burrard Building, SPH
Base Site: 
St Paul's Hospital
Temporary Full Time
End Date: 
Mar 1, 2023 or return of incumbent
Job Category: 
Management/Non Union
Acute Care Hospital


Reporting to the Chair, Department of Medicine, the Administrative Coordinator oversees the administrative functions for the Department of Medicine at Providence Health Care. The position participates in workforce and long-term strategic planning and helps establish departmental goals and objectives for the administrative areas in accordance with the Mission, Vision, Values and Strategic Directions of Providence Health Care and the Department of Medicine.


Ability to communicate effectively both verbally and in writing
Excellent interpersonal skills
Decision making skills and skills in determining objectives, plans and priorities
Skills in project management (time management, project planning, budgetary management)
Strong organizational skills
Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office 2000, Pagemaker, Outlook / MS Exchange, Filemaker Pro, Internet on both PC and Macintosh platforms.


Post secondary business degree or diploma plus three to five years related office management experience or equivalent combination of education, training and experience.


Oversees Department of Medicine accounts including the Operating (Associated Physicians), Research, Rapid Access Specialist Clinic, CTU Oncall Physicians and St. Paul’s Educational Innovation funds. Prepares financial reports such as revenue and expense, balance, and projected income and expenses statements.

Authorizes financial transactions, including purchases, claims, and payments. Coordinates investment activities for department accounts, researching alternate strategies for enhancing returns, providing suggestions for movement of funds between accounts.

Maintains and liaises with Finance regarding Department of Medicine trust accounts and is responsible for disbursement and deposit into accounts. Reconciles cost center revenue and expense reports.

Participates in annual budget planning exercises.

Coordinates special projects including events, pilot programs (Rapid Access Specialist Clinic, Centre for Clinical Education and Innovation), CME courses etc. for the Department of Medicine that may be on-going or time limited.

Plans, develops, recommends, and implements strategic activities, systems processes, procedures, policies, products and services to effect administrative and financial efficiencies.

Analyzes and implements appropriate manpower planning consistent with strategic planning, long-term goals and objectives.

Oversees the day-to-day office administration continually assessing workload, prioritizing and adjusting use of resources to meet workload issues and project deadlines.

Provides work direction and acts as a senior resource to administrative support staff. Provides orientation and training, maintains vacation schedules, completes timesheets, and provides input into performance evaluations. Prescreens candidates by interviewing and short-listing potential candidates for final interview by Chair. Provides input for hiring decisions.

Identifies space needs, furnishings and design development of space and negotiates space purchases.

Maintains equipment and stationary supplies according to department needs and budget by identifying depleting items, completing internal requisitions to order replacement items and verifying receipt of items.

Authorizes all Information Systems requests within administrative offices.

Communicates and disseminates information within and outside the Department.

Maintains St. Paul’s Hospital, Department of Medicine Website including Departmental events, physician and resident information, schedules for Academic Half Day, CTU rotations, weekly rounds list and CME activities. Creates and adds website links to pages as needed.

Oversees preparation of annual reports.

Performs other duties as required.