Program and Administrative Coordinator, Physician Support & Wellness (Bilingual Strongly Preferred)

■ PROGRAM AND ADMINISTRATIVE COORDINTOR, PHYSICIAN SUPPORT & WELLNESS (BILINGUAL STRONGLY PREFERRED)

Fully Remote (Ontario or Quebec)

CONTRIBUTING TO THE CMPA

Physician Support and Wellness’ (PSW) departmental mission is to foster and champion physician wellbeing, while mitigating medico-legal risk, supporting the delivery of safe medical care, and promoting principles of equity, diversity and inclusion. Through collaboration with internal and external stakeholders, the department uses a multi-pronged approach to support members and promote physician wellbeing at the individual and systemic levels.

POSITION OVERVIEW

Reporting to the Director, Physician Support & Wellness (PSW), the Program and Administrative Coordinator is responsible for coordination and supporting PSW programs and departmental activities, including programing planning, administration, and operational support. The role also provides executive-level administrative support to the Director, PSW.

The Program and Administrative Coordinator plays an integral role in promoting and maintaining open lines of communication with other departments to ensure efficient and effective operations within PSW. The incumbent is the liaison between teams who can provide information about PSW and its operational requirements. The incumbent must have the ability to interact with all levels of staff, leadership, and CMPA members with tact, diplomacy and professionalism. The Program and Administrative Coordinator must be able to work in a highly confidential environment, handling sensitive information with discretion.

The Program and Administrative Coordinator is responsible for the coordination and administration of the Wellness Support Program (WSP), including file management, scheduling member calls, workflow coordination, and communication with members, while maintaining confidentiality and professionalism. The Program Coordinator is accountable for the integrity of all WSP files as well as the integrity, collection and distribution of data. The incumbent will also collaborate with and provide coverage and support to the Member Support Program (MSP) Coordinator and MSP Administrator as needed.

POSITION ACTIVITIES

Program Coordination and Support (60%):

§      Coordinate the collection, tracking, validation, and management of WSP documentation and data.

§      Schedule WSP calls between members and Physician Advisors, triaging calls based on urgency and member needs to facilitate timely access to support.

§     Develop and maintain documentation related to project/program milestones and deliverables.

§      Track and communicate important dates and action items for projects, programs and deliverables for PSW.

§      Review post call survey data flag information as necessary to the Director PSW for further action.

§      Recommend improvements to processes, workflows, and reporting practices to support continuous quality improvement and operational effectiveness

§      Coordinate departmental wellness projects, initiatives, and operational activities involving multiple stakeholders.

§      Support implementation of new departmental or program processes, procedures, and technologies

§      Support P&E team in the coordination of quarterly, annual, and ad hoc departmental reporting activities in relation to PSW programs and projects.

§      Provide support to departmental project and program related work, as necessary.

§      Administrative Support (40%):

§      Triage incoming requests to the Director, prioritize as required, respond directly when appropriate

§      Plan and coordinate the Director’s schedule, including Outlook calendar, outreach activities, business travel, conference, meeting bookings and accommodation requirements

§      Schedule and coordinate internal and external meetings including logistical, travel, and catering details

§      Prepare and distribute meeting materials, such as meeting minutes, reports, correspondence, agendas and other materials as required

§      Create, draft and/or update presentations, spreadsheets and other documentation as required

§      Approval of expenses related to office supplies and equipment, catering, and employee recognition expenditures.

§      Assists with departmental record and information (RIM) related activities.

§      Coordinate departmental learning and teambuilding activities. This may include team meeting facilitation.

§      Other tasks as assigned by the Director, including support for other members of the department 

EDUCATION AND EXPERIENCE

§      Diploma or Certificate Program (2-3 years)

§      A minimum of 4-6 years of relevant administration and/or program coordination work experience in a professional environment.

§      Experience working with software and computer applications including but not limited to SUGAR-CRM, EFM, MLScribe, Outlook, MS Office, Excel, PowerPoint, Documentum, and Qualtrics 

§      Experience collecting, managing, analyzing, and reporting on data

§      Experience working across programs and departments

§      Experience in a high volume, deadline driven environment

§      Medico-legal terminology knowledge or course is an asset

§      Experience coordinating surveys, program evaluations, or quality improvement initiatives in an asset

§      Understanding of Medico-Legal Services file management processes is as asset

SKILLS AND ABILITIES

§      Bilingualism (French/English) is strongly preferred.