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Administrative Coordinator Research Services Children's and Women's


BC Women’s Hospital & Health Centre (BCW) is the only facility in British Columbia devoted primarily to the health of women, newborns and families. It provides a broad range of specialized women’s health services that address the health needs of women of all ages and backgrounds. BC Women’s is one of the largest maternity facilities in Canada, with over 7,000 births a year, and is both the major primary and secondary maternity services provider in the Lower Mainland and the cornerstone of the provincial tertiary care system. As an academic health centre BCW’s mandate includes providing strong leadership in research and the education and professional development of health care professionals in areas related to the health of the populations we serve. 


BC Children's Hospital (BCCH) cares for the province's most acutely ill or injured children and youth, provides developmental and rehabilitation services to children and youth throughout BC, and offers a broad range of health services. Sunny Hill Health Centre for Children (SHHC), a leading provincial facility offering specialized services to children and youth with developmental disabilities from birth to age 19, works collaboratively with BCCH. SHHC focuses on the child and their family while supporting health care professionals in their community. BCCH also operates a wide number of specialized health programs, is a leading acute care teaching facility, and conducts research to advance health and care through the Child and Family Research Institute and in partnership with the University of British Columbia.


BCW and BCCH are agencies of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose


Children's & Women's Health Centre
Research Support Service
Administrative Coordinator
Regular Full-Time (1.00 FTE)

Start Date: ASAP
Vancouver, BC


In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.


Reporting to the Manager Research Services, the Administrative Coordinator, Research Services performs clerical and administrative duties to support the mandate of Research Services at the BC Children’s Hospital Research Institute (BCCHRI). The incumbent works closely with other members of the administrative team, has regular contact with site research investigators and Program/Theme staff, interacts with BCCHRI senior management and staff, and liaises with UBC departments that have a presence on the C&W site. The incumbent is responsible for answering and/or directing questions from external faculty, staff and students and provides direct administrative support to a variety of committees, events, programs, projects and initiatives supported and administered by Research Services. The Administrative Coordinator coordinates the flow of information, ensuring accurate and timely delivery of administrative services and keeps the Manager apprised of issues and activities.




  • As the primary point of contact for Research Services, responds to enquiries and requests from external and internal faculty and staff (i.e. UBC and SFU) in regards to Research Services programs and events. Advises on application and other related process, and works to resolve issues by following up with the parties involved, and liaising with the appropriate external and internal contacts.
  • Reviews membership applications for completeness, requests missing information and assists in obtaining Department Head and Theme Leader signatures. Enters and tracks membership applications and responds to queries. Prepares approval letters and updates databases based on the information obtained from the membership process.
  • Drafts and updates all communications tools such as internal wiki, CRC Net listserv, used by Research Services and distributes communication materials as needed
  • Monitors expenditures for Research Services accounts, reconciles ledgers and recoveries accounts, and processes expenses related to department activities.
  • Prepares reports (ie. awards, funding, recognition, etc.), for various publications as required. Compiles statistics using database and spreadsheet programs, collates information and prepares reports as required. Maintains faculty and staff circulation lists, databases, master contact lists, and the internal wiki page.
  • Prepares and distributes documentation required for Research Education award programs. Responds to program enquiries, reviews applications to ensure completeness, drafts official correspondence to applicants and committee, and maintains awards database.
  • Maintains the Research & Education Services database, distribution lists, departmental inventories and management records.
  • Co-ordinates with the relevant departments to carry out the annual collection of research metrics information for the BCCHRI annual report. This includes extracting and validating publications, research funding, research membership, and others.
  • Co-ordinates the Program/Theme review process by working with the Program/Theme Managers to ensure that all background information is submitted and distributed as appropriate
  • In collaboration with the Director, co-ordinates portfolios for the Investigator Grant Award Program. Assists by initiating, processing and adjusting investigatorship awards; updating the BCCHRI awards database; and maintaining investigator files. Co-ordinates the recruitment of external reviewers for the Investigator Grant Review Committee. Prepares and distributes documentation required for the BCCHRI Investigator Grant Award Program. Responds to programs enquiries, reviews applications to ensure completeness, drafts official correspondence to applicants and committee, and maintains awards database.
  • Coordinates the BCCHRI funding award process, from initiation to award close out. Responsibilities include, generating draft award letters, coordinating signatures, notifying recipients, and coordinating payment with finance, notify recipients of aware end date, ensure award is spent, and coordinating with finance and ORS to ensure award closure.
  • Performs other duties as assigned.



  • A level of education, training, and experience equivalent to a Bachelor’s degree and two (2) years recent related experience, preferably in a senior level administrative position in a university or health care environment or an equivalent combination of education, training and experience.
  • Demonstrated ability to work independently and to resolve administrative issues and problems.
  • Proven ability to communicate effectively verbally and in writing, and respond professionally to internal and external inquiries.
  • Excellent interpersonal skills.
  • Demonstrated ability to use office equipment, processes and programs including word processing, spreadsheet, and project management and presentation software at an advanced level.
  • Detail orientated with the ability to work quickly and accurately in assigned timelines and adapt to changes in organizational priorities.
  • Demonstrated organizational skills and ability to prioritize workload to work under pressure with frequent interruptions and time pressures to meet deadlines.
  • Ability to multi-task and handle several projects concurrently and work independently or co-operatively as part of a team.
  • Ability to provide guidance and direction to others.
  • Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential/sensitive nature.


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ATTN: PHSA Employees:


To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at    


Please note the internal job posting will no longer be accessible after the expiry date of July 11, 2019.  If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.


If you have not registered your internal profile, a temporary password is required to log in for the first time.  To obtain your temporary password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.


Applications will be accepted until the position is filled.


For more information about the Agency that you are interested in, please visit the website at:  or


PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.

Labor AgreementExcluded
Requisition #85666-2328197
Work SiteBCCH Research, Vancouver
Job TypeRegular, Full-Time
Hours of Work0830-1630/0900-1700
Work DaysMonday, Tuesday, Wednesday, Thursday, Friday
Expiry Date29-Aug-2019

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Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.

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If you have any questions about the management of your personal information during the recruitment process, please contact the Manager, Talent Acquisition at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at