Operations Coordinator, Advancing Health

The salary range for this position is CAD $29.88/Hr. - CAD $39.22/Hr.

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

• →Creating a welcoming, connected workplace: Coordinating onboarding, employee recognition, team-building activities, and engagement initiatives that help staff feel welcomed, supported, and connected.
• →Coordinating office operations and facilities: Overseeing workspace assignments, office moves, equipment and supplies, access requests, and facilities-related services to ensure the workplace runs smoothly.
• →Supporting people, appointments, and administration: Coordinating scientist and research associate appointments and renewals, maintaining staff and stakeholder records, and managing sensitive information with discretion and accuracy.
• →Keeping teams, projects, and information organized: Coordinating meetings and communications, tracking operational data, preparing reports, and providing project support to help Centre leadership and research teams meet their priorities.

• Graduation from a recognized Diploma in Business Administration, Office Administration, Public Administration, Human Resources, or a related field.
• Three (3) to five (5) years’ recent related experience, or equivalent combination of education, training and experience.

• Demonstrated ability to coordinate multiple, complex, and competing priorities while maintaining a high degree of accuracy and attention to detail.
• Excellent oral and written communication skills.
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality.
• Strong interpersonal, customer service, and relationship-management skills.
• Ability to work independently and collaboratively within a multidisciplinary team environment.
• Demonstrated organizational and time-management skills with the ability to prioritize workload and meet deadlines.
• Ability to coordinate meetings, events, projects, and operational activities effectively.
• Ability to analyze information, prepare reports, and maintain accurate records.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and related databases and electronic records systems.
• Ability to prepare meeting materials, record accurate minutes, and follow up on action items.
• Ability to adapt to changing priorities and operational requirements.
• Physical ability to perform the duties of the position.

Reporting to the Executive Director, Advancing Health or delegate, the Operations Coordinator provides comprehensive operational, administrative, and workplace coordination support to the Centre for Advancing Health Outcomes. Working with a high degree of independence, initiative, judgment, and confidentiality, the Operations Coordinator is responsible for coordinating day-to-day Centre operations, facilities and workspace management, onboarding and offboarding activities, employee engagement initiatives, and operational projects that support a productive and positive work environment.

The Operations Coordinator serves as a key point of contact for staff, scientists, trainees, leadership, service providers, and service providers. The role is responsible for coordinating workplace operations and services, managing facility and space-related activities, maintaining operational records and databases, administering recognition and engagement programs, supporting scientist appointments and renewals, preparing reports and communications, and coordinating meetings and special projects. The Operations Coordinator contributes to the effective functioning of the Centre by ensuring operational processes, workplace resources, and administrative systems are managed efficiently and aligned with organizational priorities and objectives.

• Coordinate and facilitate employee onboarding activities, including in-person welcomes, workspace orientation, and guidance on office logistics, policies, and workplace expectations.
• Support employee offboarding processes, including coordinating the return of organizational assets such as laptops, mobile devices, keys, access cards, and corporate credit cards, and ensuring workspaces are prepared for reassignment.
• Coordinate and track non-employee access requirements and maintain accurate records of non-employee system and facility access.
• Administer employee recognition programs, including Long Service Awards and Outstanding Colleague Awards, and support Human Resources initiatives related to employee engagement, recognition, and performance review processes.
• Coordinate manager meetings, prepare supporting materials, document action items, and facilitate issue escalation to Senior Leadership Team members when required.
• Maintain and update electronic and paper filing systems to ensure secure, accurate, and timely access to information.
• Coordinate workplace operations and facilities activities, including space planning, desk and hotel desk assignments, key issuance and tracking, access requests, office moves, workplace equipment coordination, and liaison with Facilities, IMITS, Security, Physical Plant, locksmith services, and other service providers.
• Maintain staff, scientist, trainee, and stakeholder contact information, directories, distribution groups, appointment records, and related administrative databases.
• Prepare, distribute, and maintain centre-wide communications and operational notices, including office closure and workplace updates.
• Coordinate Scientist and Research Associate appointments, engagement activities, renewals, and associated documentation.
• Conduct ongoing analysis of office space requirements, maintain space inventories and utilization records, and provide recommendations regarding workspace allocation and resource planning.
• Maintains equipment and stationary supplies according to department needs and budget by identifying depleting items, completing internal requisitions to order replacement items and verifying receipt of items.
• Participate in the planning, coordination, and execution of employee engagement initiatives and events, including team-building activities, town halls, seasonal celebrations, and other workplace culture programs.
• Maintain and track operational data related to grants, awards, scientists, and other organizational metrics; compile, analyze, and prepare reports, summaries, and documentation to support quarterly and annual reporting requirements.
• Coordinate workplace services and resources, including mail and courier services, onsite deliveries, parking allocations, office directories, floor plans, nameplates, printers, shredding services, and other shared workplace assets.
• Provide project coordination and administrative support for operational and strategic initiatives undertaken by the Operations Team, management, and Senior Leadership Team.
• Perform other related duties as assigned.

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.