Administrative Coordinator – Investigation Committee, Complaints and Practice Investigations

Full-time, permanent
Position summary
The administrative coordinator – Investigation Committee is responsible for supporting the activities of the Investigation Committee in collaboration with the manager, Investigation Committee, and director, complaints and practice investigations. This position works closely with the chair and members of the Investigation Committee and is responsible for managing complaint files once they are referred to the committee, including providing confidential administrative support to the committee chairs and committee members.
Duties and responsibilities
Duties include but are not limited to the following:
Committee coordination

compile and coordinate all supporting documentation for the College of Physicians and Surgeons of BC (CPSBC) Investigation Committee
draft correspondence and meeting agendas; request resolution numbers from the registrar’s office and distribute minutes for the Investigation Committee
provide administrative support and oversee the day-to-day operation of committee business
liaise with medical reviewers and investigators to ensure that all material is appropriately compiled for each Investigation Committee agenda item and to ensure that committee directives are completed in a timely manner
record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee’s attention
book meeting rooms or video conferences, invite and confirm attendance of guests, and arrange necessary scanning and distribution of handouts, agendas, and minutes
arrange necessary IT equipment such as audiovisual equipment as well as catering requirements
assist with the onboarding of new committee members

File management

assume responsibility for all complaint files prior to adjudication by the Investigation Committee
obtain responses or reports from complaint parties or subject matter experts as directed by the Investigation Committee, medical reviewers, or registrar staff
finalize medical reviewer/investigator correspondence and distribute within timelines directed by the Health Professions and Occupations Act and CPSBC Bylaws
manage a bring-forward system and send letters enclosed with relevant documents to licensees and/or their legal counsel accordingly
respond to calls from licensees regarding the process as well as scheduling of interviews and conference calls
communicate with external parties, including licensees, legal counsel, complainants, health authorities, and outside agencies
coordinate and schedule meetings, interviews and conference calls, and review, scan and distribute related files and documents prior to meetings
ensure that documents are maintained accurately in the CPSBC electronic record keeping system and that the department naming convention is applied appropriately to all files

Project management

assist with the coordination and management of projects within the complaints and practice investigations department
schedule meetings with CPSBC staff and maintain updated project plans and action logs
conduct post-project evaluations of CPSBC staff or other relevant parties to assess effectiveness of change
work collaboratively with members of the team and other departments (as needed) to draft policy and procedural documents relevant to the administrative coordinator role

Skills and qualifications
Required skills and qualifications include:

post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
background in health care or familiarity with medical language is preferred
working knowledge of Microsoft Outlook, Microsoft Excel, MS Teams, and Adobe Reader
excellent editing and proofreading skills
attention to detail and a high level of accuracy
ability to organize and set work priorities
ability to maintain a calm demeanor during busy or stressful times
demonstrate sound judgment when dealing with sensitive and confidential information with the ability to identify when to escalate matters to the supervisor
team oriented and ability to work collegially in a multidisciplinary environment
excellent interpersonal and communication skills, both written and verbal including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature
ability to exercise tact and discretion when handling sensitive and/or confidential matters
ability to work both independently and within a team environment

The compensation range for this position is $60,689 to $75,861 per year.