Willow Clinic is a busy reproductive health clinic located along Vancouver’s Broadway corridor, delivering essential, patient-centered care in a fast-paced environment. We are seeking a skilled and adaptable Clinic Operations & Systems Coordinator to support organization-wide Microsoft 365 adoption, administrative systems, and operational workflows. This in office role reports to the Executive Director and works closely with clinic leadership to strengthen processes and support a collaborative, pro-choice clinical team. Applicants must be aligned with and supportive of equitable access to reproductive healthcare.

Key Responsibilities

- Collaborate with clinic leadership and an external IT provider to support organization-wide Microsoft 365 adoption, implementation, cloud-based workflow improvements, and related change management initiatives.
- On an ongoing basis, support Microsoft 365 administration, shared inboxes, and cloud-based document organization.
- Maintain and coordinate administrative systems, schedules, and workflow processes.
- Assist in the preparation of payroll and physicians’ payments in accordance with established processes.
- Assist with financial administration by organizing and maintaining documentation, working closely with the Executive Director and external bookkeeper within a Microsoft 365 (cloud based) environment.
- Assist with billing and administrative financial workflows.
- Maintain operational manuals, scripts, and internal procedures.
- Identify opportunities to streamline processes and support staff through evolving workflows in a rapid-paced clinical setting.
- Assist leadership in operational coordination.

Qualifications & Educational Requirements

- Post-secondary education in business administration,



health administration, office systems, information technology, or a related field, or an equivalent combination of education and relevant experience.
- Previous experience with an Electronic Medical Record (EMR) system is highly desirable.
- Strong organizational skills, attention to detail, and sound judgment in managing confidential information, with demonstrated curiosity, systems thinking, and an interest in identifying opportunities to improve workflows and operational processes.
- Experience supporting administrative systems in a healthcare or professional office environment is preferred.
- Adaptable, solutions-focused, and comfortable working in a fast-paced clinical setting.

Work Environment

- On-site role located along Vancouver’s Broadway corridor.
- Fast paced reproductive health clinic environment.
- Collaborative, pro-choice, mission-driven workplace.
- Requires professionalism, flexibility, and strong interpersonal skills.

Compensation & Schedule

- $33-$35 per hour, commensurate with experience.
- Approximately 10 days per month (part-time) with some flexibility required.
- Schedule to be coordinated with Executive Director.
- This position is anticipated to be offered as a fixed-term employment contract of approximately one year, with the possibility of renewal.
- Vacation pay and statutory holiday pay will be provided in accordance with BC Employment Standards.
- A self-directed health benefit (health spending account) may be available, consistent with existing staff arrangements.

How to Apply

Applications will be reviewed on a rolling basis.

Job Types : Part-time, Fixed term contract Contract length: 12 months

Pay: $33.00-$35.00 per hour

Expected hours: 15 - 22.5 per week

Work Location: In person

📌 Clinic Operations & Systems Coordinator (Vancouver)
🏢 Willow Clinic
📍 Vancouver