Coordinator, Projects & Special Initiatives

POSITION DESCRIPTION: Coordinator, Projects and Special Initiatives

DIVISION SUMMARY

The Rural and Remote Division of Family Practice (RRDFP) supports over 140 family physicians and nurse practitioners across 13 chapters in the province. Operating within four regional health authorities and the First Nations Health Authority, our members serve over 90 communities, including territories of more than 50 First Nations and Métis Chartered Communities.

Our vision is to provide innovative, accessible, and sustainable health services for thriving rural communities. The RRDFP is an innovation in rural and remote health care and part of a province-wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The Division is an independent non-profit society led by a Board of Directors.

More about our organization can be found here: https://divisionsbc.ca/rural-andremote

POSITION SUMMARY

Reporting to the Lead, Projects and Special Initiatives, The Coordinator, Projects & Special Initiatives supports the planning, coordination, and delivery of strategic and Shared Care Committee (SCC)–funded projects for the Rural and Remote Division of Family Practice (RRDFP).

SCC and strategic projects involve external funding, multiple partners, and defined reporting requirements. This role provides the coordination, structure, and followthrough needed to support high-quality delivery, reduce risk, and enable effective collaboration across projects. The Coordinator supports the establishment and maintenance of systems and processes that enable efficient project planning, delivery, financial tracking, and reporting.

This is a fixed-term, one-year contract role at approximately 30 hours per week. Occasional travel may be required to rural or remote communities in support of project activities.

SPECIFIC RESPONSIBILITIES

Project Coordination and Organization

• Work with the Lead to establish and maintain practical systems and processes to support project planning, delivery, and reporting.
• Support development and maintenance of project charters, workplans, timelines, milestones, and deliverables.
• Track project activities, action items, risks, and dependencies.
• Prepare and circulate meeting agendas, notes, and records of key decisions.
• Support coordination of project meetings, workshops, and working sessions (virtual and in-person).

Stakeholder and Activity Tracking

• Create and maintain project stakeholder lists.
• Maintain simple activity logs or records of key interactions and decisions.
• Support continuity and shared understanding across project phases.
• Flag emerging issues, risks, or questions early for discussion with the Lead.

Physician Engagement and Sessional Support

• Track physician participation in project meetings, activities, and leadership roles.
• Support established processes for tracking and submitting sessional payments.
• Maintain accurate records to support reimbursement, reporting, and audit requirements.
• Liaise with physicians as needed to support smooth administrative processes.

Financial and Vendor Support

• Track project expenses, invoices, and vendor contracts in alignment with Division policies.
• Maintain project budget tracking tools and reconcile actuals against approved budgets.
• Assist with procurement processes, including obtaining vendor quotes and tracking deliverables.
• Support filing and organization of invoices, receipts, and financial documentation.

Reporting and Documentation Support

• Prepare and compile quarterly and year-end reports for SCC and other funders.
• Support preparation of reporting materials for project governance processes.
• Ensure project documentation is organized, current, and stored in accordance with IT and privacy requirements.
• Support continuity of records across projects and reporting cycles.

Communication and Project Materials

• Assist with the development of project materials, summaries, and working documents.
• Support communications with project participants, partners, and internal stakeholders.
• Draft and distribute project updates, communications, and summaries as required.

Collaboration with Chapter Coordinators and Partners

• Work with Chapter Coordinators to support local, on-the-ground project activities and chapter-level events.
• Coordinate information flow between project leadership, Chapter Coordinators, clinicians, and external partners.
• Support alignment across project activities without assuming responsibility for local chapter coordination.

Division Support

• To support the Division with other duties as requested

EDUCATION AND EXPERIENCE

• Degree in business administration, public administration, healthcare or related discipline or an equivalent skills and experience
• Minimum of two years experience in project coordination or similar roles, ideally in healthcare, primary care or public sector environments
• Highly proficient in the MS Office Suite and generally tech savvy with the following platforms and systems:
• Microsoft 365 (Outlook, Teams, SharePoint, Excel, Word) o Project tracking tools and spreadsheets o Financial tracking templates and reimbursement systems o Member and stakeholder databases
• Strong understanding of the British Columbia healthcare landscape, including experience working with clinicians and health system partners.
• Experience supporting financial tracking, reimbursement processes, and funder reporting.
• Strong organizational skills with the ability to manage detail while maintaining a broader view of project needs.
• Experience in working in professional settings that require confidentiality, discretion, tact and diplomacy

PREFERRED SKILLS AND ABILITIES

• Clear, professional written and verbal communication skills o Ability to work independently in a remote environment and collaboratively with a small team
• Flexible and adaptable to changing work demands o Utilizes initiative, critical thinking and creative problem-solving ability to implement plans
• Excellent interpersonal and relationship building skills with ability to liaise with Division members and Division partners in a professional manner
• Ability to work during regular business hours and flexible hours including occasional evenings or weekends

What We Offer

• Salary range - $58K-$75K
• Benefits/EFAP
• Laptop and $50 telecommunications reimbursement
• Professional development opportunities and mentorship
• Flexible home-based work within British Columbia
• Supportive culture that values healthy boundaries and balanced work

Working Conditions

• Approximately 30 hours per week
• Fixed-term, one-year contract
• Evening meetings may be required
• Occasional travel to rural or remote communities
• Flexibility in scheduling is expected to support clinician availability

HOW TO APPLY

Please submit a resume and cover letter via Charity Village by Monday, Feb 9, 2026. We thank all applicants; however, only those selected for an interview will be notified.

** Note: Accepting applications from individuals only within British Columbia, Canada only.