Job Opening: Program Administrator, LTCI

About the Victoria Division of Family Practice The Victoria Division of Family Practice (VDFP) is a physician-led, non-profit member association and part of a provincial network of Divisions of Family Practice across BC. Together, Divisions work to strengthen primary care by supporting family physicians and advancing local solutions that improve how care is delivered.

At the VDFP, we bring family medicine-trained physicians together with allied health providers, partners, and community organizations to build practical supports and system improvements that help our physician members thrive in their work and provide excellent care for all. We are a collaborative team and take pride in making meaningful contributions that directly support our physician members every day.

Role Summary and Purpose

Do you thrive in a collaborative environment where organization, initiative, and strong relationship-building skills matter? Are you someone who enjoys managing multiple priorities, keeping things on track, and supporting a team to deliver meaningful work?

The Program Administrator, LTCI supports the successful administrative operations of the Long-term Care Initiative (LTCI) by working collaboratively with the LTCI program team to identify, prioritize, coordinate, and document all administrative activities.

In this role, the Program Administrator provides day-to-day administrative support for the Program Manager and facilitates all administrative functions for the LTCI program. This includes engaging and developing meaningful relationships with a diverse range of internal and external interest holders, such as physicians, long-term care home staff, health authority representatives, residents and their families, and broader community members.

The ideal candidate is a highly organized, self-motivated professional with strong interpersonal and administrative skills. They can manage shifting priorities, perform well under pressure, and contribute to innovative problem solving. Success in this role requires initiative, adaptability, attention to detail, sound judgement, and the ability to work both independently and collaboratively as part of a team.

Job Details

Status: Temporary, Full-Time (18-month Parental Leave Replacement, plus an additional 1-month transition overlap)

Reports to: Program Manager, LTCI

Location: Primarily remote, with weekly in-person morning or evening meetings and in-person support for events.

Compensation: $67,500 - $75,000 (typical hiring range)

Expected Start Date: Flexible start date (expected late October)

Key Responsibilities

Program Support

- Facilitate orientation for new LTCI physicians, including opt-in processes
- Assist with initial contact and orientation of long-term care facility directors/managers via email, phone, or in-person meetings
- Provide orientation to call group structure for new facilities and prospective call group members
- Facilitate and maintain member credentialing
- Review and/or create documents, presentations, and reports; proofread for accuracy, clarity, and formatting





Administrative Support

- Coordinate all administrative aspects of the LTCI program
- Provide administrative support to LTCI program manager
- Respond efficiently to phone calls, emails, and faxes
- Create, maintain, and improve efficient electronic and physical filing systems
- Administer LTCI scheduling and manage calendar
- Prepare, assemble, and distribute documents such as agendas, minutes, presentations, and program materials
- Attend Steering Committee meetings to take notes/minutes and follow up on action items
- Maintain internal documentation for administrative and operational procedures; support development and improvement of cross-organization admin protocols
- Participate in shared administrative and logistical coordination with the broader VDFP administrative/operations team to maintain organizational flow and consistency
- Perform other office duties and related tasks as required

Data Management

- Collect, enter, verify, and maintain data for LTCI program
- Maintain the LTCI databases, including up-to-date physician, long-term care facility contact information, and demographic and statistical data relevant to the LTCI program
- Assist in data collection and analysis for LTCI evaluation activities (e.g., Learning Series, after-hours coverage, practice models)
- Support data analysis for basic program participation figures
- Administer all aspects of the after-hours call groups
- Create and share after-hours schedules
- Create and share data reports with facilities

Event Coordination

- Organize and coordinate meetings (virtual, on-site, or hybrid)
- Book rooms or online platforms
- Arrange catering
- Send invitations and maintain RSVP lists
- Organize program events including logistics, materials preparation, room setup, signage, catering, and tech coordination
- Develop evaluation forms and analyze post-event evaluation data

Communications

- Support communication platforms (Drupal, MailChimp, Survey Monkey, etc.)
- Contribute to content development for newsletters, newsflashes, web updates, and other communication materials

Perform other related duties as needed, established in collaboration with program leadership.

Qualifications

Education and Experience

- A bachelor’s degree in a relevant field (e.g., Health Administration, Business) or equivalent combination of training and experience
- A minimum of two (2) years of experience in a comparable coordination role, preferably in a non-profit or healthcare setting

Knowledge, Skills, and Abilities

- Strong leadership and interpersonal skills, with a demonstrated ability to build collaborative relationships




- Effective time management skills and the ability to prioritize multiple projects and work under pressure to meet shifting deadlines
- Ability to analyze and process information with high levels of accuracy and robust attention to detail
- The ability to anticipate and identify program challenges, and work collaboratively with LTCI team members to address them in a timely manner
- Ability to be self-directed and to work independently, and as part of a team
- Ability to exercise sound judgement, tact, and diplomacy
- Skilled in the ‘See, Can, Do’ approach to problem solving
- Excellent computer skills with proficiency in Microsoft Office including Word, Excel, and PowerPoint
- Ability to work respectfully, knowledgeably, and effectively with all interest-holders, including physicians, patient partners, and First Nations, Métis, and Inuit people, as applicable
- Familiarity with healthcare, primary care, or physician engagement contexts is an asset

Working Conditions

- Full time (37.5 hours per week) – Victoria Division general operating hours are Monday to Friday, 8:30am – 4:30pm. Specific hours will be determined collaboratively with supervisor based on operational needs
- Will primarily work from a remote, secure home worksite, and occasionally at the VDFP’s downtown Victoria location, or another offsite location
- This role involves prolonged periods of computer use and requires the ability to work at a computer workstation for extended durations
- Attendance at evening meetings and events may be required
- Occasional lifting or setting up for meetings or events (e.g., materials, food, tech) will be required
- A valid driver's license and access to a vehicle is preferred

Core Competencies

- Collaboration & Teamwork: achieving shared goals and supporting collective success
- Innovation: approaching work with curiosity and continuous improvement
- Indigenous Cultural Safety and Competency: demonstrating awareness, respect, and humility
- Integrity: acting with honesty, reliability, and ethical judgement
- Communication & Relationship Building: communicating clearly and building respectful working relationships
- Accountability: taking ownership of work quality, commitments, and timelines

What the VDFP Offers

- Competitive salary with room for growth
- Access to our Comprehensive Health Benefits package after 3 months of employment
- Generous vacation entitlements and personal leave options
- Employee and Family Assistance Program
- Versatile work arrangements including hybrid remote and in-office options
- A friendly and supportive work culture

Application How to Apply: Please submit your resume and cover letter to [email protected] and use the subject line “[YOUR NAME] – LTCI, Program Administrator”

Deadline: October 15, 2026. Applications will be accepted on a rolling basis, and interviews may be offered prior to the deadline.

If this sounds like the right fit, we want to hear from you!

Pay: $67,500.00-$75,000.00 per year

Benefits

- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
- Work from home

Work Location: Hybrid remote in Victoria, BC

📌 Program Administrator, LTCI (Victoria)
🏢 Victoria Division of Family Practice
📍 Victoria