Clinic Operations & Systems Coordinator

$33–$35 per hour, commensurate with experience | Approximately 10 days per month

Willow Clinic is a busy reproductive health clinic located along Vancouver’s Broadway corridor, delivering essential, patient-centred care in a fast-paced environment. We are seeking a skilled and adaptable Clinic Operations & Systems Coordinator to support organization-wide Microsoft 365 adoption, administrative systems, and operational workflows. This on-site role reports to the Executive Director and works closely with clinic leadership to strengthen processes and support a collaborative, pro-choice clinical team. Applicants must be aligned with and supportive of equitable access to reproductive healthcare.

Key Responsibilities

• Collaborate with clinic leadership and an external IT provider to support organization-wide Microsoft 365 adoption, implementation, cloud-based workflow improvements, and related change management initiatives.
• On an ongoing basis, support Microsoft 365 administration, shared inboxes, and cloud-based document organization.
• Maintain and coordinate administrative systems, schedules, and workflow processes.
• Assist in the preparation of payroll and physicians’ payments in accordance with established processes.
• Assist with financial administration by organizing and maintaining documentation, working closely with the Executive Director and external bookkeeper within a Microsoft 365 (cloud based) environment.
• Assist with billing and administrative financial workflows.
• Maintain operational manuals, scripts, and internal procedures.
• Identify opportunities to streamline processes and support staff through evolving workflows in a fast-paced clinical setting.
• Assist leadership in operational coordination.

Qualifications & Educational Requirements

• Post-secondary education in business administration, health administration, office systems, information technology, or a related field, or an equivalent combination of education and relevant experience.
• High proficiency with Microsoft 365 (SharePoint, Teams, Outlook, OneDrive) and Microsoft Suite applications, including advanced Microsoft Excel and strong Microsoft Word skills. Demonstrated ability to work effectively in cloud-based collaborative environments, mentor staff in the use of these applications as appropriate, and support evolving digital workflows.
• Previous experience with an Electronic Medical Record (EMR) system is highly desirable.
• Strong organizational skills, attention to detail, and sound judgment in managing confidential information, with demonstrated curiosity, systems thinking, and an interest in identifying opportunities to improve workflows and operational processes.
• Experience supporting administrative systems in a healthcare or professional office environment is preferred.
• Adaptable, solutions-focused, and comfortable working in a fast-paced clinical setting.

Work Environment

• On-site role located along Vancouver’s Broadway corridor.
• Fast paced reproductive health clinic environment.
• Collaborative, pro-choice, mission-driven workplace.
• Requires professionalism, flexibility, and strong interpersonal skills.

Compensation & Schedule

• $33–$35 per hour, commensurate with experience.
• Approximately 10 days per month (part-time) with some flexibility required.
• Schedule to be coordinated with Executive Director.
• This position is anticipated to be offered as a fixed-term employment contract of approximately one year, with the possibility of renewal.
• Vacation pay and statutory holiday pay will be provided in accordance with BC Employment Standards.
• A self-directed health benefit (health spending account) may be available, consistent with existing staff arrangements.

How to Apply

Please submit your resume and a brief cover letter outlining your experience with administrative systems, EMR software and Microsoft 365 tools to: Director@willowclinic.ca

Applications will be reviewed on a rolling basis.