Project Coordinator, BC Centre on Substance Use

at  Providence Healthcare

Salary: The salary range for this position is CAD $24.76/Hr. - CAD $32.50/Hr.
Summary:
Are you passionate about supporting meaningful work in the field of substance use, health care, and social justice? Join the BC Centre on Substance Use (BCCSU) as a Project Coordinator and play a key role in coordinating administrative support for initiatives that aim to reduce substance-related harms across British Columbia. This is a unique opportunity to work within a collaborative, mission-driven team, contributing to essential research, education, and clinical activities.

ABOUT THE ROLE:

In this position, you’ll provide vital support to the Education and Clinical Activities team, including Directors and Associate Directors, handling everything from calendar management and organizing team meetings to reconciling expenses and planning engagement activities like team socials. Your work will enable smooth operations and communication across projects, helping our leadership team focus on their goals. This role offers valuable experience in high-level coordination for provincial health care initiatives.

WHAT YOU’LL DO:

Administrative Support: Assist directors and associate directors with calendar management, meeting agendas and minutes, and reconciliation of expenses.
Team Engagement: Help organize and plan team-building activities and events to foster a positive and supportive team environment.
Project & Operational Coordination: Collaborate on the operational activities of BCCSU’s Education and Clinical Activities team to ensure alignment on key deliverables.
Documentation & Reporting: Maintain accurate reports and assist in preparing briefing documents, project deliverables, and summaries for effective project oversight.
What You Bring:
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.
What We Offer:
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