Operations Coordinator

Reports to: Manager, People Services and Operations

Employment Type: Full time. This is a remote position with occasional in-person meetings as needed.

Candidates must reside in British Columbia.

Compensation: $65,000-$80,000

The starting salary range falls within the minimum to mid-point of the salary range.

The Rural and Remote Division of Family Practice (RRDFP) supports over 150 family physicians and nurse practitioners across 12 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 58 First Nations and Métis Chartered Communities. The Division is an independent non-profit society led by a Board of Directors who work with our staff, members, partners and communities to achieve our shared goal of innovative, accessible, and sustainable health services for thriving rural communities. More about our organization can be found here: divisionsbc.ca/rural-and-remote.

Operations (Ops) Coordinator

Reporting to the Manager, People Services & Operations the Operations Coordinator supports the day-to-day operational functions of the Division, with a focus on HR administration, finance coordination, IT systems, membership support, and program support. This role ensures smooth and integrated operational processes, accurate record-keeping, and responsive support to staff across the Division. The role requires strong organizational skills, attention to detail and the ability to build effective working relationships while balancing respect for local autonomy with broader, integrated systems.

Key Responsibilities

Note: responsibilities indicate the general nature and level of work performed; this role will be subject to regular review and adaptation as it evolves.

1. HR Administration

• Post job ads, schedule on-line and panel interviews and complete reference checks.
• Maintain employee records in RISE, ensuring completion of onboarding/offboarding checklists.
• Track performance management cycle deadlines, schedule reviews and archive documents
• Maintain training records and report on completion of mandatory training requirements.
• Administer employee benefits program, liaising with providers as required.

2. Finance Support

• Track grant and contract deadlines and support alignment with reporting schedules.
• Monitor expense approvals, guide staff in completing expense forms correctly, expedite payment.
• Prepare simple monthly budget-tracking templates & assist Controller with financial report prep.
• Support payroll data collection, timesheet completion and benefits administration.

3. Systems and IT Coordination

• Support user account management (Microsoft 365, Member365, other systems).
• Maintain Organization’s Sharepoint site, complying with policies, procedures and direction.
• Track consistency of file naming, filing & archiving practices organization-wide, identifying actions of concern, and support Manager, People & Programs to work with staff towards compliance.
• Maintain IT hardware inventory and liaise with IT service provider for general troubleshooting.
• On-board staff with respect to IT equipment and access to programs according to current policies and procedures, and their role within the organization.
• Track ongoing employee access to various programs and SharePoint folders, maintaining principles of least privilege.

5. Membership and Partner Engagement

• Support the ‘applicant, to member endorsement, to board consideration’ process, working in collaboration with Chapter Coordinators, ensure applicants are considered promptly.
• Maintain Member365 records and ensure integration with communications (event registration, surveys, newsletters, etc).
• Track and report member & community engagement data, and proactively identify funding impact on the organization, its projects, etc when additional members are added. Draft member, stakeholder and other reports for consideration of Management, Leadership and others.

6. Communications, Administration & Events

• Maintain templates and SOPs for operational processes, reports, and program documentation, raising gaps or duplication of effort to the attention of the Manager, People & Programs.
• Provide administrative support for internal communications (e.g., staff meetings, newsletters) and ensure consistency of messaging and branding across reports, letters, and presentations.
• Collect and maintain records of internal and external communication metrics at a Chapter and Society level, including AGM-related communications.
• Organize & support meetings & events schedules, agendas, minutes, logistics, and follow-up.
• Monitor project expenses and assist with reporting requirements to funders and partners.
• Track and follow up on action items, communicating status to relevant parties as needed.
• Perform other duties as required to support the success of the Division’s programs & operations.

Qualifications

Preferred Education, Training and Experience

• Diploma or degree in health administration, business administration, project management, or a related field; equivalent combination of education and experience considered.
• 2–3 years of administrative, HR, program, or operations support experience, preferably in a health care, community-based, or non-profit setting.
• Experience with Microsoft 365, SharePoint, and database/CRM systems preferred.
• Experience in program coordination or direct program support considered an asset.
• Experience working with physicians, health professionals, or community partners an asset.
• Familiarity with BC’s primary care system and rural/remote health context is an asset.

Preferred Skills and Abilities

• Strong organizational, IT, and record-keeping skills.
• Strong project coordination skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to build and maintain positive working relationships with members, colleagues & partners.
• Proficiency in Microsoft Office 365, SharePoint, and virtual meeting platforms (Zoom/Teams).
• Comfortable handling sensitive information with discretion and professionalism.
• Flexible, adaptable, and able to balance multiple priorities in a fast-paced environment.
• Committed to cultural safety, humility, and inclusive practices.

What We Offer

• Health and dental benefits
• Flexible schedule working from home
• Computer hardware and software applications
• Reimbursement for mobile device at $50 per month
• Employee Family Assistance Program
• Professional development opportunities
• Positive Team-culture
• Opportunities to develop and grow into other roles

Diversity

The Rural and Remote Division of Family Practice is committed to ensuring that equity, diversity, and inclusion are priority considerations, including building a team that honours particular experiences and expertise of communities. The Division strongly encourages applications from Indigenous peoples, Black people, people of colour, immigrants and refugees, working class people, and LGBTQ+ people. Applicants are encouraged to self-identify, should they feel comfortable doing so, and are invited to share how their lived experience would inform their approach and ethics in this role.

Additional Information

This is a remote position. Suitable applicants already possessing eligibility to work, and resident within a BC community are invited to apply.

This is a full-time role. Standard hours of work are 37.5 hours per week 8:30 AM – 4:30 PM. To respond to business needs, the ideal candidate will be flexible to occasionally work outside of normal business hours (such as early starts, evenings and/or weekends as needed).

To find out more about our organization and our programs, visit: http://divisionsbc.ca/rural-and-remote

How to Apply

Submit your cover letter and resume via CharityVillage by 12:00pm March 23, 2026. We thank all applicants; however, only those selected for an interview will be contacted.

** Note: Accepting applications from individuals already possessing eligibility to work, and resident of British Columbia, Canada only.