As a research centre of the Providence Health Care Research Institute and a University of British Columbia Faculty of Medicine Centre, the BCCSU is at the forefront of substance use research, education, and care. We are committed to advancing substance use policies and care in BC by translating research into education and evidence-based care guidance. By supporting the collaborative development of evidence-based policies, guidelines and standards, BCCSU seeks to improve the integration of best practices and care across the continuum of substance use.   

In this role, you will report to Program Manager, Fellowships, and your responsibilities will include:

• Planning and coordinating processes related to fellowship, placement and other intensive learning experiences at BCCSU
• Providing operational and administrative support to project staff in the implementation and conduct of projects including scheduling and prioritizing appointments, arranging meetings, distributing agendas, taking meeting minutes, preparing correspondence, drafting presentations and organizing related travel needs
• Functioning as the point of contact to receive and convey information related to fellowships, placements and other learning experiences at BCCSU
• Monitoring deliverables and timelines and preparing reports, briefing documents and presentations
• Assisting with academic and research related duties such as journal submissions, maintaining curriculum vitae requirements (CV's) and teaching dossiers, professional memberships and designations and the submission of research grants for Investigators
• Preparing incurred expenses for reimbursement, liaising with internal and external agencies while working with confidential and sensitive information

What you bring:

• Knowledge of harm reduction 
• Undergraduate degree and a minimum of three (3) years of experience in an administrative or project coordinator role in a health care, medical or academic research setting is required 
• Experience related to planning for fellowship, placement and other intensive learning experiences would be an asset

The coordination of various initiatives at BCCSU requires meaningful and respectful collaboration between internal and external working groups as well as hybrid-remote work.

Deadline to Apply: Wednesday, July 2nd at 3:00 PM PST

Education:

A level of education, training and experience equivalent to a diploma or degree in a related field plus a minimum of three (3) years' recent experience working in an administrative or coordinator role in a health care, medical and/or academic research setting. An undergraduate degree in a health related field is an asset. Previous experience in a health research environment is preferred.

Skills and Abilities:

• Ability to type at a minimum of 60 WPM.
• Ability to operate related office equipment.
• Demonstrated ability to work in a team environment with minimal supervision, establish priorities and meet deadlines.
• Exceptional organizational, time management and problem-solving skills.
• Demonstrated ability to communicate and respond effectively to inquiries, both verbally and in writing.
• Flexibility to meet and adapt to changes in organizational priorities.
• Ability to coordinate complex meetings with internal and external contacts.
• Intermediate word processing, spreadsheet, presentation, desktop publishing and database software skills.
• Excellent interpersonal skills, including tact and diplomacy.
• Ability to maintain effective working relationships with internal and external individuals and organizations.
• Demonstrated attention to detail, capability of decision making and problem solving within predetermined guidelines.
• Ability to handle confidential information with discretion.
• Comprehensive knowledge of the sensitivity to issues around substance use.
  
  

• A competitive salary: The hiring range for this position is $48,476-$60,594, depending on experience.
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• 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.
• Hybrid work opportunity.
• Meaningful impact: Your dedication and expertise will directly impact best practices and care on the continuum of substance use.
• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

Your Day to Day:

• Provides operational and administrative support to the Project Manager and other project staff in the development and operational implementation of assigned projects and initiatives. Act as a resource to project team and staff, including developing project actions, providing support, monitoring deliverables, and maintaining project timelines.
• Prepares reporting materials, including written reports, briefing documents, and presentations utilizing word processing, excel spreadsheet and graphics software for meetings/seminars. Ensures materials, handouts, videos and other supplies for meetings/seminars are complete and available.
• Coordinates the day-to-day administrative functions for the Director(s)/ Manager(s)/Research Leader(s) or designate(s) which includes organizing activities/initiatives/correspondence including scheduling and prioritizing appointments, arranging meetings, distributing agendas, taking meeting minutes, following up on action items, preparing correspondence and drafting presentations.
• Makes required travel arrangements and reservations including confirming dates, contacting travel agents, obtaining cost and billing information and submitting expense reports for reimbursement to the BCCSU Financial Manager. Verifies and forwards itineraries as required.
• Responds to verbal and written inquiries and forwards to appropriate designate. Identifies, prioritizes and takes follow-up action on items as required.
• Answers queries from trainees including summer, graduate or post-graduate students.
• Ensures academic materials are up to date which includes teaching dossier and curriculum vitae formats, academic institution templates, professional affiliations and annual memberships.
• Uploads and submits manuscripts, and supporting materials related to scientific publications to peer-reviewed journals platform.
• Assists with the submission of research grants for Investigators including collecting signatures and supporting documentation/ letters, ensuring all materials are uploaded onto the online platforms in a timely manner.
• Prepares expenses and related documentation by compiling receipts, credit card statements and completing cheque requests for reimbursement. Reviews and ensures appropriate account information is included on the documents.
• Liaises with internal and external agencies and works with confidential and sensitive information using discretion.
• Updates and maintains related filing systems for the designated leader/ project to ensure efficient and effective retrieval of information.
• Performs other related duties as assigned.

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 has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and 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.