Operations Coordinator, Advancing Health

Salary

The salary range for this position is CAD $29.88/Hr. - CAD $39.22/Hr.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Summary

Behind better health outcomes is a team of people working together to make a difference. Help make that work possible.Behind impactful health research is a connected, well-supported team. The Centre for Advancing Health Outcomes at St. Paul's Hospital is looking for an Operations Coordinator to help create a welcoming, organized, efficient, and collaborative workplace where researchers, scientists, trainees, and staff can thrive. In this role, you'll be at the heart of the Centre's day-to-day operations, bringing people together, coordinating workplace services and initiatives, and helping build a positive office culture that supports meaningful research.

Advancing HealthEstablished in 1998, Advancing Health is an interdisciplinary collective founded to pursue excellence in health outcomes research. In addition to conducting its own research, the Centre’s other primary function is to offer methodological expertise to other researchers, including assistance with study design, statistics, health economics, data management, and grant facilitation for both health outcomes research and clinical trials.

What you will be doing

• Creating a welcoming, connected workplace: Coordinating onboarding, employee recognition, team-building activities, and engagement initiatives that help staff feel welcomed, supported, and connected.
• Coordinating office operations and facilities: Overseeing workspace assignments, office moves, equipment and supplies, access requests, and facilities-related services to ensure the workplace runs smoothly.
• Supporting people, appointments, and administration: Coordinating scientist and research associate appointments and renewals, maintaining staff and stakeholder records, and managing sensitive information with discretion and accuracy.
• Keeping teams, projects, and information organized: Coordinating meetings and communications, tracking operational data, preparing reports, and providing project support to help Centre leadership and research teams meet their priorities.

What You Bring

Education, Training and Experience

• Graduation from a recognized Diploma in Business Administration, Office Administration, Public Administration, Human Resources, or a related field.
• Three (3) to five (5) years’ recent related experience, or equivalent combination of education, training and experience.

Skills and Abilities

• Demonstrated ability to coordinate multiple, complex, and competing priorities while maintaining a high degree of accuracy and attention to detail.
• Excellent oral and written communication skills.
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality.
• Strong interpersonal, customer service, and relationship-management skills.
• Ability to work independently and collaboratively within a multidisciplinary team environment.
• Demonstrated organizational and time-management skills with the ability to prioritize workload and meet deadlines.
• Ability to coordinate meetings, events, projects, and operational activities effectively.
• Ability to analyze information, prepare reports, and maintain accurate records.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and related databases and electronic records systems.
• Ability to prepare meeting materials, record accurate minutes, and follow up on action items.
• Ability to adapt to changing priorities and operational requirements.
• Physical ability to perform the duties of the position.

What We Offer

• Competitive Pay: $58,494 - $76,773 CAD per year, depending on experience

• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.

• State-of-the-art facilities:  The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.

• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

• Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.

• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

Who We Are

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence Health Care has grown into a globally recognized leader in research, teaching, and care. As individuals within a mission-driven organization, we choose to be part of PHC because we value its long-standing dedication to social justice and compassionate care, its active efforts to advance environmental sustainability and planetary health, and its meaningful engagement in the process of Truth and Reconciliation with Indigenous Peoples. Curious about our culture and what it’s really like to work here? Check out the video below to meet some of the incredible people who make Providence a truly special place to work.

Your Day to Day:

Reporting to the Executive Director, Advancing Health or delegate, the Operations Coordinator provides comprehensive operational, administrative, and workplace coordination support to the Centre for Advancing Health Outcomes. Working with a high degree of independence, initiative, judgment, and confidentiality, the Operations Coordinator is responsible for coordinating day-to-day Centre operations, facilities and workspace management, onboarding and offboarding activities, employee engagement initiatives, and operational projects that support a productive and positive work environment.

The Operations Coordinator serves as a key point of contact for staff, scientists, trainees, leadership, service providers, and service providers. The role is responsible for coordinating workplace operations and services, managing facility and space-related activities, maintaining operational records and databases, administering recognition and engagement programs, supporting scientist appointments and renewals, preparing reports and communications, and coordinating meetings and special projects. The Operations Coordinator contributes to the effective functioning of the Centre by ensuring operational processes, workplace resources, and administrative systems are managed efficiently and aligned with organizational priorities and objectives.

• Coordinate and facilitate employee onboarding activities, including in-person welcomes, workspace orientation, and guidance on office logistics, policies, and workplace expectations.
• Support employee offboarding processes, including coordinating the return of organizational assets such as laptops, mobile devices, keys, access cards, and corporate credit cards, and ensuring workspaces are prepared for reassignment.
• Coordinate and track non-employee access requirements and maintain accurate records of non-employee system and facility access.
• Administer employee recognition programs, including Long Service Awards and Outstanding Colleague Awards, and support Human Resources initiatives related to employee engagement, recognition, and performance review processes.
• Coordinate manager meetings, prepare supporting materials, document action items, and facilitate issue escalation to Senior Leadership Team members when required.
• Maintain and update electronic and paper filing systems to ensure secure, accurate, and timely access to information.
• Coordinate workplace operations and facilities activities, including space planning, desk and hotel desk assignments, key issuance and tracking, access requests, office moves, workplace equipment coordination, and liaison with Facilities, IMITS, Security, Physical Plant, locksmith services, and other service providers.
• Maintain staff, scientist, trainee, and stakeholder contact information, directories, distribution groups, appointment records, and related administrative databases.
• Prepare, distribute, and maintain centre-wide communications and operational notices, including office closure and workplace updates.
• Coordinate Scientist and Research Associate appointments, engagement activities, renewals, and associated documentation.
• Conduct ongoing analysis of office space requirements, maintain space inventories and utilization records, and provide recommendations regarding workspace allocation and resource planning.
• 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.
• Participate in the planning, coordination, and execution of employee engagement initiatives and events, including team-building activities, town halls, seasonal celebrations, and other workplace culture programs.
• Maintain and track operational data related to grants, awards, scientists, and other organizational metrics; compile, analyze, and prepare reports, summaries, and documentation to support quarterly and annual reporting requirements.
• Coordinate workplace services and resources, including mail and courier services, onsite deliveries, parking allocations, office directories, floor plans, nameplates, printers, shredding services, and other shared workplace assets.
• Provide project coordination and administrative support for operational and strategic initiatives undertaken by the Operations Team, management, and Senior Leadership Team.
• Perform other related duties as assigned.

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.