Job Opening: Coordinator, IT & Administrative Systems
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 love being the person who makes things work for both people and systems?
Are you someone who enjoys fixing a tech issue in the morning, streamlining a process in the afternoon, and knowing that your work quietly makes everyone else’s day smoother?
The Coordinator, IT & Administrative Systems plays a central support role at the VDFP, ensuring the operational infrastructure that staff rely on is effective, secure, and responsive to evolving needs. This role blends technical coordination, systems thinking, and people-centred problem solving across office operations, digital tools, member data processes, and core administrative workflows.
Working closely with administrative and operational colleagues and external IT partners, the coordinator supports physical workspace needs, IT systems such as SharePoint and Teams, and internal documentation. Together, this work contributes to the logistical backbone that enables the VDFP to achieve its mission. The role balances a steady rhythm of ongoing responsibilities with adaptability to emerging needs, acting as a go-to resource for troubleshooting issues, improving systems, and strengthening how we work.
This role is ideal for someone who combines strong organizational skills with technical confidence and proactive coordination, and who takes pride in creating reliable, practical solutions that help others do their best work.
Job Details
Term: Temporary Full-Time (12-18 month maternity leave replacement)
Reports to: Director, Strategy and Operations
Compensation Range: $67,500 – $75,000 – $90,000 (typical hiring range is between $67,500 – $75,000)
Expected Start Date: March 2026
Key Responsibilities
Office & Facilities
- Coordinate supplies, equipment, office setup and maintenance, and vendor relationships for the VDFP office and related facilities (e.g., Camas Room at the Allied Health Centre) in collaboration with the AHC Operations Coordinator
- Support room bookings and event logistics, including materials printing and tech setup, in collaboration with the AHC Operations Coordinator
- Participate in the AHC Operations Committee and oversee physical and operational space needs at the VDFP office in collaboration with the AHC Operations Coordinator
IT Coordination
- Liaise with external IT provider(s) to ensure timely support, access, troubleshooting, and device provisioning
- Track and manage VDFP IT equipment for all staff and contractors, coordinating distribution, returns, and inventory documentation
- Facilitate IT orientation and access setup for new staff and contractors, including privacy onboarding
- Provide introductory-level IT, privacy, and data security guidance or training to staff and (where applicable) Board members
- Maintain and improve internal digital infrastructure, including SharePoint and other filing systems
- Monitor security incident reporting processes and ensure appropriate escalation
- Support internal optimization of tools (e.g., Teams, digital minute-taking tools) and promote effective use
- Collaborate with relevant staff leads on maintaining and updating website content
Member Data Coordination
- Process applications for new Division membership and coordinate documentation and access setup
- Lead member data coordination in CRM system, including data entry, verification, tracking, and updates
- Collaborate with relevant staff across the organization to ensure accuracy and accessibility of member data
- Support new member onboarding by coordinating data and documentation processes
Administrative Support
- Participate in shared administrative and logistical coordination with the broader administrative/operations team to maintain organizational flow and consistency
- Maintain internal documentation for admin and operational procedures; support development and improvement of cross-org admin protocols
- Review and/or create documents and presentations including proof reading for accuracy and formatting
- Assist with scheduling meetings and calendar management
- Coordinate meetings for relevant work areas (online or in-person on-site) including scheduling meetings; virtual platform or room bookings; arranging catering; sending invitations and maintaining RSVP lists; preparing and distributing meeting agendas and materials in advance of meetings; attending and taking notes/minutes at meetings; maintaining accurate records and follow-up on action items
- Create and maintain efficient electronic and physical filing systems
- Collect, enter, verify, and maintain data used by managers, projects and programs for relevant work areas
- Support administration of events as needed, including materials preparation, room setup, signage, and tech coordination
Perform other related duties as required.
Qualifications
Education and Experience
- A bachelor’s degree in a relevant field (e.g., Social Sciences, Healthcare, or Business Administration) or equivalent combination of training and experience
- A minimum of three (3) years of relevant experience in operations, administration, or IT coordination, preferably within a non-profit, health care, or team-based environment
- Experience coordinating office or facilities functions, IT systems or tools, or internal documentation processes
- Experience coordinating or supporting onboarding, privacy protocols, or data management is an asset
Knowledge, Skills, and Abilities
- Knowledge of the BC healthcare system and experience working in a primary healthcare setting, a non-profit organization, or experience working with physicians and/or allied health care providers
- Excellent organizational and coordination skills with attention to detail and follow-through
- Proactive and solutions-oriented with demonstrated ability to troubleshoot logistical or IT issues
- Confidence navigating digital tools and platforms; willingness to explore and learn new systems
- Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and with cloud-based platforms (e.g., SharePoint, Teams), and other 365 applications
- Familiarity with CRM systems
- Effective written and verbal communication skills, including the ability to create or update internal documentation and communicate with technical and non-technical audiences
- Ability to balance routine responsibilities with flexibility for emergent needs
- Ability to work independently and collaboratively across teams
- Ability to work respectfully, knowledgeably, and effectively with all interest-holders, including physicians, patient partners, and First Nations, Métis, and Inuit people, as applicable
Core Competencies
These are the foundational competencies we look for in all VDFP team members:
- 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
- Flexible 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] – Coordinator, IT & Administrative Systems”
Deadline: February 27, 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!
