Program Coordinator, Clinical Informatics and - Vancouver, Canada - PHSA

PHSA

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Program Coordinator

Clinical Informatics and Business Support

Vancouver, BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Reporting to the Senior Director, Clinical Informatics and Business Support, the Program Coordinator provides confidential administrative and program support, and manages the day-to-day activities of the Clinical and Business Support Office.

In addition to the Senior Director, the role directly supports two managers within the program, as well as other project resources.

The role triages information of a confidential and sensitive nature, and provides a variety of operational, statistical, analytical and business support on various projects and operational activities including budget control and management.

What you'll do

Function as the confidential liaison for the Senior Director, Clinical Informatics & Business Support with internal and external stakeholders utilizing strong communication and persuasion abilities and an understanding of stakeholder needs. Respond to verbal and written communication directed to senior staff as instructed. Ensure the necessary flow of information while maintaining appropriate levels of security and confidentiality. Keep Senior Director apprised of issues and activities.
Maintain an updated and accurate calendar for the Senior Director and other managers as directed, by scheduling and arranging internal and external meetings and travel. Coordinate rooms, teleconference and videoconference meetings.
Coordinate activities and support initiatives that enhance the Clinical Informatics & Business Support office to provide quality service delivery across the BCCA. Assist with dissemination of information and knowledge related to projects and key initiatives through a variety of vehicles such as contributing to the development of spreadsheets, PowerPoint presentations, and organizational charts.
With the informatics management team, analyze projects and program timelines and resources, and assist in developing implementation schedules and plans to produce status reports.
In collaboration with the Senior Director and/or managers coordinate activities related to business operations and projects.
Contribute to the efficient achievement of Department business objectives by evaluating administrative procedures and developing, proposing and implementing solutions to increase efficiencies.
Provide leadership in the coordination of confidential communications related to change management including drafting and defining the communication plan with various project and clinical advisory groups.
Monitor administrative related expenses, monthly reconciliations, tracking staff timekeeping for payroll purposes and tracking other designated program activities, including timekeeping, expense and variance reporting. Identify and resolve issues with appropriate individuals or departments.
Process hiring and termination forms using PeopleSoft and ensures employee information is accurate and up to date. Prepare payroll for the department by keying information/work hours into the Workbrain system and maintain all staff records and files. Liaise with PHSA Payroll and Human Resources departments to share information and resolve issues.
Manage data access and approval for CAIS and other key information systems related to privacy and access model.
Monitor period, quarterly, midyear and yearend budget expenditures and reports variances. Gather and summarize financial information related to assigned projects for submission to the Senior Director and managers. Respond to verbal and written communication and liaise internally and externally to respond to, share information, clarify details and ensure follow up by relevant personnel on sensitive and/or emergent issues. Interface at the appropriate level, and determine the appropriate point on contact/channel of communication to pursue.

What you bring
Education, Training and Experience

A level of education, training, and experience equivalent to a Bachelor's Degree in Business Administration or Health or Social Sciences, and five (5) years progressive experience in an administrative/business support or project coordinator role.
Demonstrated discretion in preparing and handling confidential or sensitive information. Ability to independently organize workflow in a logical sequence, and be able to respond quickly to changing priorities, using sound judgment in assessing the urgency and importance of various issues.
Demonstrated proficiency with Microsoft teamsite, and MS Office including Project.
Ability to type 60 wpm.
Demonstrated flexibility to meet and adapt to changes in organizational priorities.
Demonstrated organizational skills and initiative.
Demonstrated ability to prioritize and multitask under pressure to meet deadlines.
Demonstrated ability to communicate effectively