About Us

The Central Okanagan Division of Family Practice represents family physicians serving Kelowna, West Kelowna, Lake Country, and Peachland. Founded in 2010, we are a physician-led, non-profit cooperative that identifies healthcare priorities and collaborates with local physicians, health authorities, and community partners to improve patient care.

As one of 36 Divisions of Family Practice in BC, we are committed to supporting key healthcare challenges through strategic, locally driven solutions. Our team values collaboration, innovation, and continuous improvement, and we take pride in the meaningful work we do to support healthcare in our community.

About the Role

We're looking for a proactive, organized, resourceful, and adaptable Administrative Coordinator who enjoys learning new systems, finding solutions, and contributing to a collaborative team environment.

This is more than a traditional administrative role. This is an opportunity to become a key member of our team, contribute to significant administrative functions, and provide the support that helps our organization operate effectively.

Reporting to the Manager, People Services & Operations, this position provides administrative coordination across the organization and contributes to the smooth operation of internal processes. You will work closely with internal staff, leadership, and external partners to coordinate administrative functions, maintain organized systems, and provide reliable support to the team.

The ideal candidate is someone who enjoys variety, can manage competing priorities, anticipates needs, and takes pride in delivering organized, efficient, and dependable administrative support.

Key Responsibilities

- Coordinate administrative logistics for meetings, events, education sessions, and workshops.
- Manage calendars, scheduling, meeting coordination, and occasional travel arrangements.
- Prepare correspondence, documents, agendas, presentations, meeting minutes, and track follow-up action items.
- Research, organize, and summarize information to support internal initiatives and decision-making.
- Maintain databases, electronic records, and cloud-based document management systems.
- Update and maintain administrative policies,



procedures, and process documentation.
- Assist with invoicing, expense submissions, and related financial documentation.
- Support the coordination and delivery of organizational projects and initiatives.
- Set up and troubleshoot basic audio-visual equipment and virtual meeting platforms.
- Identify opportunities to improve administrative processes and create efficiencies.
- Provide general administrative support across the organization as required.

Skills and Competencies

We are looking for someone who:

- Takes initiative and is comfortable working independently and in a team environment.
- Is resourceful and able to find solutions when faced with new challenges.
- Is adaptable and comfortable adjusting priorities in a changing environment.
- Enjoys learning new systems, processes, and technology.
- Has strong organizational skills and exceptional attention to detail.
- Can manage multiple priorities while meeting deadlines.
- Builds positive relationships and communicates effectively with diverse partners.
- Communicates professionally with physicians, healthcare professionals, community partners, and vendors.
- Demonstrates discretion and maintains confidentiality.
- Brings a positive attitude and a willingness to contribute wherever needed.

Education and Experience Requirements

- Post-secondary diploma or certificate in a relevant field (e.g., Health Administration, Business Administration, or related discipline).
- Minimum three (3) years of recent related administrative experience, or an equivalent combination of education, training, and experience.
- Experience supporting healthcare, non-profit, or professional organizations is considered an asset.
- Experience preparing agendas, taking meeting minutes, and tracking action items.
- Strong computer literacy,



including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Office 365, SharePoint), MS Teams, Zoom, and web-based applications.
- Ability to set up and troubleshoot basic audio-visual and video conferencing equipment.
- Flexibility to work outside regular business hours occasionally to support meetings or events.

Why Join Us?

At the Central Okanagan Division of Family Practice, your work has purpose. While we may not provide direct patient care, the work we do supports physicians, healthcare partners, and initiatives that strengthen healthcare delivery across our community.

We foster a collaborative environment where ideas are valued, initiative is encouraged, and employees have opportunities to learn, contribute, and grow.

What We Offer

- Hybrid work environment
- Competitive salary
- Three weeks vacation
- Personal days
- Municipal Pension Plan
- Comprehensive extended health benefits
- Opportunities for learning, growth, and professional development

Our Work Environment

This is a full-time hybrid position based in Kelowna, BC. Regular hours of work are Monday to Friday, 8:30am to 4:30pm., with occasional flexibility required to support meetings, workshops, and events outside of regular business hours.

We appreciate the interest of all applicants. However, only candidates who meet the qualifications and are legally eligible to work in Canada will be contacted.

Job Type: Full-time

Pay: $52,845.00-$62,985.00 per year

Application question(s):

- Please describe your experience providing administrative support to cross-functional teams or multiple departments.
- Please describe your experience using administrative software and tools to manage calendars, meetings, documents, and communications.
- Do you have at least 3 years of recent administrative experience, preferably in healthcare or a similar field?
- Are you able to work outside regular business hours occasionally, such as early mornings or evenings, to support meetings or events?
- Do you currently live in the Central Okanagan region (Kelowna, West Kelowna, Lake Country, Peachland) or are you willing to relocate?

Work Location: Hybrid remote in Kelowna, BC V1Y 6N7

📌 Administrative Coordinator (Canada)
🏢 Central Okanagan Division of Family Practice
📍 Canada