LTCI Program Coordinator

Reports to: LTCI Program Manager

About the Victoria Division

Divisions of Family Practice are an innovation in health care in B.C., designed to support and advocate for family physicians; increase primary health care capacity; and improve patient health outcomes. The Victoria Division of Family Practice (VDFP) brings Victoria family physicians together to improve patient access to primary care; increase local physicians’ influence on health care delivery and policy; and provide professional support for physicians. Our organization offers a challenging learning environment and an opportunity to make a contribution to a non-profit organization and the community.

Role Summary and Purpose

The LTCI Program Coordinator supports the successful implementation and ongoing operations of the Long-Term Care Initiative (LTCI) by working collaboratively with the LTCI program team to identify, prioritize, coordinate, and document key project activities.

In this role, the Coordinator provides day-to-day operational and administrative support for the program and facilitates collaborative quality improvement processes. A core aspect of this role includes developing and maintaining 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 self-motivated, highly organized professional with strong leadership and interpersonal skills. The ability to manage shifting priorities, perform well under pressure, and contribute to innovative problem solving is essential. Success in this role requires initiative, adaptability, and the ability to thrive in both team-oriented and independent work environments.

Key Responsibilities

Program Operations and Administration

• Coordinate all aspects of LTCI program administration in collaboration with the Program Manager (PM) and physician lead(s) as needed.
• Maintain up-to-date LTCI database of physician member and long-term care facility contact information, including demographic and statistical information relevant to the program; analyze basic program participation figures.
• Provide orientation to after-hours call group structure for new long-term care facilities; share data reports with facilities.
• Assist in the development of new processes, tools, and presentations, and/or support the application of existing ones to meet LTCI best practices and system-level outcomes.
• Prepare project plans and status reports.

Program Communications and Engagement

• Facilitate orientation for new LTCI physicians, including LTCI opt-in processes and physician-facility agreements.
• Support initial contact and orientation of long-term care facility directors of care and managers via email, telephone, and in-person meetings.
• Contribute to content development for newsletters, newsflashes, and the website.

Quality Improvement (QI) and Evaluation

• Assist with ongoing QI cycles between physicians and long-term care facility interest holders.
• Facilitate strategies that enable interdisciplinary teams to apply QI methodology, change management theory, and LTCI evaluation data.
• Contribute to knowledge translation and reporting of LTCI data and PDSA cycle outcomes.
• Provide coaching and appropriate QI training (methodology, tools, and processes) to interdisciplinary teams, based on their needs.
• Build engagement and motivation for capacity building and improvement work using innovative and creative initiatives.
• Promote evidence-based practice with consideration of the local culture and context.
• Assist with LTCI program evaluation data collection and analysis related to the Learning Series, after-hours coverage, and practice models.

Meetings and Events

• Book meeting and event dates, arrange and oversee catering, coordinate meeting/event materials, prepare documents, and take notes or minutes as needed.
• Develop event evaluation forms and analyze evaluation data.

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

Education and Experience

• Bachelor’s degree in healthcare, social sciences, or administration/coordination related field, or an equivalent combination of education and experience.
• Minimum of two (2) years’ recent experience in a healthcare role, clinical practice role, MOA/Office Manager role, or another comparable coordinator role.
• Experience coordinating multi-interest holder programs or initiatives, with practical skills in administration, organization, and client service.
• Excellent computer skills with proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint. Experience working in SharePoint or Teams is an asset.

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 strong 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
• Ability to problem solve: Break down complex challenges into smaller, manageable components, identify root causes and potential obstacles. Design actionable, efficient plans to address challenges, ensuring alignment with organizational priorities and resources. Drive initiatives forward by developing clear milestones, timelines, and accountability measures with little guidance

Working Conditions

• Full time (37.5 hours per week) – Victoria Division general operating hours are Monday to Friday, 8:30am – 4:30pm. Specific schedule will be determined collaboratively with supervisor based on operational needs.
• Incumbent will primarily work from a remote, secure home worksite, and occasionally at the Division’s downtown Victoria location and on-site at long-term care homes.
• Stable internet connection for working remotely is required.
• A valid B.C. Driver’s License and access to a vehicle is required, as the position requires semi-regular travel to long-term care homes throughout the Victoria and South Island region (Sidney, Saanich Peninsula, Victoria, Westshore Communities, Sooke and Salt Spring Island).
• Attendance at early morning or evening meetings is required.