Midwives Association of BC
Midwives Association of British Columbia (MABC) is a professional non-profit association for midwives, promoting the profession of midwifery within the province of British Columbia and advocating for the ongoing development and enhancement of midwifery services. MABC Provides continuing education opportunities for its members and professional services to its midwives.
The Midwives Association of BC is seeking a highly organized and detail-oriented individual to join our team as an Senior Administrator Coordinator for the Indigenous Midwifery Program Department (IMWP). This role will play a crucial part in supporting the important work of Indigenous midwives in British Columbia, and will require strong communication skills, cultural competency, and a passion for maternal and infant health. If you are dedicated to supporting Indigenous communities and have experience in administrative support, we encourage you to apply for this rewarding position.
Senior Administrative Coordinator
Reporting to the Director (s), Indigenous Midwifery, the Senior Administrative Coordinator will provide comprehensive high-level administrative support to the Indigenous Midwifery Program team. This role is essential in ensuring the smooth operation and coordination of all program initiatives. The successful candidate will be an efficient, proactive professional with strong multi-tasking abilities, excellent organizational and communication skills, and the capability to manage confidential and complex information while supporting daily program needs.
Shared Responsibilities
- Works collaboratively within and across teams to ensure high quality programs and services for Indigenous midwifery council members
- Provides support to other members of the staff team during periods of high workload
- Supports the development and implementation of the Annual Work Plan in alignment with the Indigenous Midwifery Concile of British Columbia (IMCBC) strategic plan, collaborating with Indigenous Midwifery Directors and the team to achieve these goals.
Main Responsibilities:
Documentation and Communication Support:
- Prepare and develop communications and high-level sensitive documentation as required, ensuring confidentiality and accuracy. Draft complex messages and documentation for review and approval on behalf of the Director’s and follow up as needed.
- Facilitate communication between the Indigenous Midwifery Program team and internal/external stakeholders, acting as a gatekeeper ensuring all communication is acknowledged and directing inquiries to the appropriate person, triaging calls, emails, and correspondence.
- Develop procedural documentation and information related to the Senior Administrative Coordinator role.
Governance, Working Groups, and Meeting Support:
- Organize and coordinate various internal and external meetings with stakeholders and partners.
- Provide comprehensive administrative support for the IMCBC monthly meetings and Annual Gathering Meeting, including logistics, meeting material, attendance records, as well as supporting other various working groups/committee meetings as needed.
- Contribute and support the implementation and maintenance of governance structures, including parliamentary procedures, bylaws, and terms of reference.
- Proactively create and prepare meeting agendas/materials including attachments, reports and presentations under the direction of leadership or Senior Staff, and prepare debriefs from meetings.
- Determine the appropriate level of documentation (e.g., formal/informal minutes or summary notes) and as required, track attendance, and document decisions and action items.
Senior Administrative Support:
- Support and coordinate IMWP staff with projects and programs related to the annual work plan and strategic plan objectives.
- Under the guidance of senior staff, prepare reports, presentations, along with executive summaries and other documentation needed to support the team including project and program activities.
- Proactively manage the multiple calendars, including the Senior Staff ‘s schedule, ensuring all meetings and appointments are well-organized and avide meeting conflict.
- Arrange and coordinate travel arrangements, logistics and event planning. including transportation, accommodations, itineraries and catering.
- Create and maintain administrative lists and information, such as key contact lists, committee lists, regular collaboration tables, and external organizational charts.
- Coordinate with HR to ensure internal organization charts and HR communications are easily accessible as well as assisting with onboarding of new staff.
- Maintain and organize various important documents and records in SharePoint, including structured data management, version control, and compliance tracking.
- Create and optimize workflow processes using SharePoint and other Microsoft products and implement and utilize automation tools to improve efficiency.
- File, scan, and send bulk e-mail communication and photocopy as directed.
- Order office supplies and equipment, and coordinate courier requests, registered mail requests, and other special mailing requests from staff.
Financial Support:
- Review and track invoices, ensuring accuracy and timely payment.
- Manage team expense reimbursements
- Manage procurement processes, including preparing and coordinating purchase orders, ordering supplies, equipment, phones, and other necessary items.
Main Qualifications:
- Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education, training, and experience is required.
- Minimum of five (5) years of progressive administrative experience in a fast-paced environment is required.
- Preference will be given to Indigenous qualified candidates as approved under Special Program Stat, BC Human Rights Commission.
- Sensitivity towards culturally appropriate and respectful practices is a must.
- Experience working with First Nation, Inuit and Metis communities is an asset.
- Previous experience in a healthcare or a not-for-profit organization is an asset.
- Excellent written and oral communication skills.
- Advanced computer software skills in Microsoft Office suite (e.g., Excel, Word, Outlook, Forms, SharePoint) and virtual environment are required.
- Ability to work independently to drive tangible results.
- Demonstrated time management skills.
- Excellent organization, planning, and prioritization skills and good judgment are necessary to coordinate many interdependent activities.
- Professional tact and diplomacy, and confidentiality are required.
- Ability to work well in a dynamic and highly motivated team.
- Strong attention to detail with high levels of accuracy.
- Efficiently manage multiple tasks, competing priorities, and deadlines in a fast-changing environment.
What We Have to Offer:
- A full-time permanent Hybrid position (3 months probationary period requires on-site attendance).
- Comprehensive benefits package (salary range of $65,000 – $70,000), with 3 weeks paid vacation and generous sick/wellness time off to support the full scope of employee wellbeing.
- Opportunities for professional development and career advancement.
- A supportive, positive, and engaging environment with a flexible and lifestyle-friendly atmosphere and opportunities for training and development.
- Extended health and dental benefits.
- Generous GRSP.
How To Apply
MABC hires based on merit is strongly committed to equity and diversity and provides a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons to engage with diverse communities productively. If you are passionate about making a positive impact and possess the skills to contribute to the IMCBC effectively, we encourage you to apply for the Senior Administrative Coordinator and join us in our commitment to creating positive change in Midwifery.
Please be advised that although we thank everyone who submits an application, only shortlisted candidates will be contacted.
