Providence Health Care Hiring for Medical Affairs Assistant/Web Coordinator at Vancouver, BC Full Time

Reporting to the Director, and/or Leader, and/or under the work direction of the VP Medical Affairs, the position is responsible for coordinating the development, implementation and evaluation of the Medical Staff external website as well as providing administrative and technical support to designated Medical Affairs team members. Working in collaboration with Medical Staff and the Medical Affairs leadership team, plans, implements and ensures the continuous updating of the Medical Staff website including maintaining and updating website content, advising on content preparation, posting information and monitoring and reporting on site activity. Provides administrative support to leaders within the Medical Affairs team including support departmental human resources requirements, responding to requests for information from internal/external sources, credentialing requirements, preparation of presentation and meeting materials and related correspondence, coordination of meetings, and compilation of statistical information.

Skills

• Demonstrated knowledge of standard administrative and business practices including relevance of statutes, bylaws, regulations and organization policies, procedures and practices.
• Ability to establish and maintain positive and effective working relationships with internal and external stakeholders.
• Ability to initiate, coordinate, organize and complete multiple tasks with accuracy and within specified timelines.
• Ability to act with tact, diplomacy and discretion in preparing, disclosing and handling of information of a confidential or sensitive nature.
• Ability to communicate effectively both verbally and in writing with a client-focussed approach including the ability to manage conflict and respond diplomatically to both internal and external inquiries.
• Intermediate proficiency with standard MS Office Suite (including Word, Excel, Access, Outlook and PowerPoint). Proficiency in using the Internet to research information. Experience with programs such as Dreamweaver or Photoshop would be an asset.
• Ability to keyboard at 60 wpm.
• Working knowledge of basic bookkeeping/accounting procedures and concepts.
• Physical ability to perform the duties of the position.

Education

Graduation from a diploma program in business administration or related technical field plus three (3) to five (5) years of recent, related experience including knowledge and use of web content management software or an equivalent combination of education, training and experience.

Duties

1. Coordinates the development, implementation, and evaluation of the Medical Staff external website by meeting with internal stakeholders to gather information and determine layout and desired content. Provides recommendations to Director and Communications staff.

2. Initiates and provides support to departmental staff and physicians in the development, maintenance, and updates of the web content. Monitors site usage/activity and provides related reports.

3. Provides advice on delivering, writing, editing, designing, and supporting web-based content to Medical Affairs and other administrative staff to ensure website information adheres to organization and departmental standards. Proposes further content and functionality for consideration and takes initiative to develop additional content.

4. Develops and/or assists with the development of web communications educational materials by researching information and obtaining information from various internal/external sources. Provides support and clarification as needed to staff on related requirements.

5. Liaises with Communications, Risk Management and Information Privacy representatives to ensure appropriate content and presentation of material.

6. Supports the Director/Leader with confidential human resources processes including posting positions, setting up and coordinating team interviews, liaising with Human Resources personnel on behalf of Director/Leader on human resources matters, and preparing confidential documents regarding department staff.

7. Provides relief coverage and support for the Credentialing Coordinator and other Medical Affairs administrative staff to ensure uninterrupted support to the Medical Staff Committees and Medical Affairs leadership team.

8. Produces reports, correspondence, presentation materials such as for meetings/seminars; develops and maintains database and statistical software to record, analyze and display data. Supports program specific project teams and creates statistical reports and/or supporting documents as required.

9. Responds to inquiries from internal/external sources such as requests for documents, physicians’ requests, patient complaints and/or refers to other departmental personnel as appropriate.

10. Coordinates meetings (e.g. medical groups, department, physician engagement) including preparing and circulating agendas, arranging meeting rooms and related requirements, attending meetings to record proceedings, transcribing and distributing minutes and reports and taking follow-up action as required.

11. Develops and maintains filing systems for the department both paper and electronic, orders office equipment and stationary supplies according to department needs and budget, arranges equipment repairs and processes cheque requests and invoices for department expenditures.

12. Performs other related duties as assigned.