Position Description: Operations Coordinator

Transcription

1 October 29, 2018 Position Description: Operations Coordinator The Health Data Coalition (HDC) Operations Coordinator supports the overall coordination of operations and implementation of the enrolment strategy of the HDC. Reporting to the Operations Manager, the Operations Coordinator will work closely with the internal and external team members across the continuum of quality improvement support for physician office practices. The Operations Coordinator provides administration, scheduling, human resources support and financial management services. The HDC has a geographically distributed team across the province and many of its meetings are virtual. This position works from the head office in Victoria, BC. The Coordinator has primary accountability for supporting the Enrolment Services team in achieving the enrolment goals of the HDC and will apply their administrative and project management skills toward achieving the following accountabilities: Supporting corporate administration, including: o Scheduling, meeting logistics, agendas and materials for the operations team, Board and Board Committees o Human resources administration o Financial Management and reporting tasks o Document management control, review and editing o Managing stakeholder information to support communications o Records management & inventory control o Acting as Operations Manager when required Providing administrative support for Enrolment, including: o Developing Enrolment working group agendas, meeting materials, minutes, and scheduling using Outlook Teams and GoTo Meeting Health Data Coalition is funded by GPSC (General Practice Services Committee) 2018 H EA L T H DA T A C OA L IT ION PAGE 1 OF 6

2 o Coordinating an operational reporting system and ensuring weekly, monthly and quarterly reporting to track enrolment performance progress for internal and external stakeholders o Event scheduling, planning, and travel coordination o Maintaining, tracking and continuously improving HDC enrolment processes, particularly by maintaining the Customer Relations Management (CRM) system o Working with a distributed provincial enrolment team to support engagement with physicians and their office staff; supporting the marketing communications campaign, including tracking deadlines, event planning, coordination of materials, preparing updates, and administration of marketing-related contracts. As a member of our small organization, this position will play a key role as an ambassador for the reputation of the Health Data Coalition in daily interactions with physicians, vendors, partner organizations, researchers, government, post-secondary organizations and data contributors to the Health Data Coalition network. Responsibilities This position reports to the Operations Manager, frequently receives tasks from the Director of Physicians Services, and will work directly with all members of the HDC Team, Board of Directors, Board Committees and working group members. 1) Administrative Support Organizing the physical and virtual team environment, including communications systems, equipment and supplies Helping organize office operations and procedures, liaise with staff to propose, update and maintain financial and human resources policies and procedures Consultatively designing and executing processes to effectively manage office administration PAGE 2 OF 6

3 Ensure the tools and systems used by the team work smoothly and resolving any problems quickly, including Outlook, GoTo Meetings, Zoho, Dropbox and QuickBooks, Microsoft Office Suite As required, procure equipment and furniture, stationary and supplies Coordinate with IT support as required to maintain IT equipment/software and data security Answer s and phone calls and direct to appropriate person 2) Scheduling, meeting logistics, agendas and materials Lead the logistics of meeting planning, scheduling, materials and technology Ensure efficient scheduling to support stakeholder relationships at senior executive levels across health organizations across BC, the BC Government, and interprovincially as required Support board meetings, committee meeting, team meetings and executive calendars as required Make travel arrangements for the ED and other staff as requested Assist in planning events, board retreats, annual general meeting, and team development events. 3) Enrolment Campaign and Team Support Supporting the operationalization of the enrolment campaign by coordinating necessary logistics and processes Coordinate enrolment team event planning and travel coordination Managing the CRM and working with the enrolment team to keep CRM up to date Organization, purchasing and inventory of promotional materials for enrolment use Providing inventory support of promotional materials and supplies ordering Perform weekly reporting tasks to track progress towards performance targets. 4) Document review and editing Manage document packages and version control for meeting materials Manage HDC staff handbook and policy manual- revisions, review, and tracking PAGE 3 OF 6

4 Ensure professional standard and adherence to HDC branding is maintained for all documents. 5) Financial Management assists and provides vacation coverage as Acting Operations Manager for the following responsibilities; Fiscal management, ensuring accounts payable, payroll/benefits and reporting Working with bookkeeper to provide monthly reports for Executive Director, Treasurer and Board Track key dates for insurance renewals and reporting to Corporations Canada Ensure that all items are sent for approval and paid on time Manage office budget, ensure accurate and timely reporting Assist in managing contracts and price negotiations with office vendors, service providers and office lease Assist with full Cycle Accounting, including: o Accounts receivable and accounts payable o Receive and review invoices o Collect, process, and record payments. o Record bills and make payments o Payroll, T4s o Account reconciliations o Monthly rent, equipment and office services payments o Credit card reconciliations and payments o Preparation of monthly financial statements including consolidated statements for review no later than the 15th of the following month. o Year-end preparation for audit, liaison with external auditor 6) Human Resources assists and act for Operations Manager as required for the following; Book interviews, prepare materials and communicate with candidates Organize resources and answer inquiries to support onboarding new personnel regarding office management policies and procedures (e.g. supplies, equipment, and travel arrangements) Support new employee sign-on to extended health insurance and other benefits (i.e. matching RSP program) Help manage BambooHR leave management tracking system Process changes to employees plans and offboarding of departing employees (addition or deletion of dependents, class upgrades etc.) PAGE 4 OF 6

5 7) Stakeholder information and communications The Operations Coordinator will assist with administrative and logistics support for engagement planning and operational support for communications channels with Health Authorities and Divisions to support enrolment and governance participation. Working closely with the Operations Manager, Executive Director, and Enrolment team, the Operations Coordinator will: manage or organize contact information and contractual agreements to support enrolment be a source of accurate information in response to stakeholder inquiries. 8) Records management the Operations Coordinator will lead the management of administrative and policy records to ensure non-transitory documentation is preserved and made available to meet legislative and privacy requirements, utilizing best practices in a virtual team environment. Working closely with the Executive Director, Privacy Officer, and Operations Manager will: organize and manage the control of official documents and contracts liaise with contractors, accountant, bank, and suppliers to control documents ensure records are stored appropriately keep the official record of the Members of the Society Competencies and skills Organization Effective management, organization, and prioritization of office functions as well as the workday/week/month for people, management and other stake-holders; strong records management, organizational and planning skills; ability to multi-task and prioritize work Communication Clearly conveying and receiving messages to meet the needs of all. This involves listening, interpreting and delivering verbal, nonverbal, written and electronic messages; includes fluency and correct use of language, information gathering skills Service Delivery Understanding and meeting the needs of individuals or groups served; includes ability to function well in a distributed team environment; demonstrated effectiveness in improving processes and interest PAGE 5 OF 6

6 in always seeking ways to improve our work processes, our relationships, and the products of our work Technical Ability to accurately and thoroughly utilize office technology and to demonstrate practical knowledge of software for information management, management and privacy protection issues; attention to detail in developing content, formatting and editing documents in a variety of MS Office formats (Word, Excel, PowerPoint, Visio and Publisher), and tools such as OnBoard (board portal) and ZoHo (CRM). Adaptability Personal willingness and ability to work in, and adapt to change; problem solving skills, with ability to view multiple perspectives of an issue and develop solutions that meet multiple partners needs Interpersonal Working cooperatively and productively with others to achieve results; establishment and maintenance of lasting positive relationships with end users and our partners who support them PAGE 6 OF 6