The Nanaimo Division of Family Practice (the Division) respectfully acknowledges we work within the unceded, and traditional territories of the Coast Salish peoples – Snuneymuxw and Snaw-naw-as First Nations. We are committed to cultivating a culturally safe work environment that reflects our Team’s core values and promotes diversity and inclusion.
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 General Practice Services Committee, one of four joint collaborative committees that represent a partnership of the Government of BC and Doctors of BC.
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.
Team Member Opening:
Job Title: Administrative Assistant
Status: full-time or part-time opportunity
Hours: 22.5 – 30 hrs. or 3-4 days/week.
Pay Rate: $20/hour
Closing Date: Open until filled
Application Requirements: Cover letter & resume
a. Maintain and contribute to positive relationships with Division team members and other stakeholders, representing the interests of the Division in all business interactions in a professional manner.
b. Attend committee meetings and Division events as needed, some of which may be held outside of regular office hours including early mornings, evenings and weekends.
c. Provide a full range of administrative support services including answering telephones, managing calendars, booking travel/ accommodation, preparing invoices, and running office errands.
d. Arrange event/ meeting logistics; create/ distribute Doodle Polls to support the date selection process, send Outlook invites, venue and catering booking, minute-taking, transcribing and distribution of agendas, greeting attendees at the registration table, compiling attendee packages, organizing/ setting up and troubleshooting IT equipment, RSVP tracking and liaising with venue/ catering contacts to ensure smooth delivery of successful events.
e. Collect, manage, store, and use information in a manner that adheres to privacy policies, per the Personal Information Privacy Act & confidentiality policies in a professional manner to protect the integrity of the Nanaimo Division brand while engaging with Division members, stakeholders, and community partners.
f. Create surveys using Alchemer/ Checkbox programs to obtain feedback to facilitate the evaluation/ development of the program.
g. A valid driver’s license and access to a car are required.
h. Other duties as assigned.
Qualifications & Work Experience
Post-Graduate education in administration, marketing, event management or equivalent is considered a preferred asset.
Applicants who have demonstrated a combination of relevant education, training, and experience will be considered.
Proficient in Zoom, Microsoft Teams, and Office 365 applications.
Previous experience with the Divisions of Family Practice, Doctors of BC, healthcare administration, and/or non-profit organizations are considered strong assets.
1 - 3+ years of recent experience in business administration or office reception.
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.
Detail-oriented and eager to learn.
Linked In: https://www.linkedin.com/hiring/jobs/1308784104/detail/