Job Posting 69475

Administrative Coordinator, Physician Practice Enhancement Program (PPEP)
College of Physicians and Surgeons of BC
Vancouver & Lower Mainland, 300-669 Howe St, Vancouver BC V6C 0B4
closes in 2 days (Mon, 19 Apr)
full time

Administrative Coordinator, Physician Practice Enhancement Program (PPEP)

Position summary

Reporting to the director, the administrative coordinator is responsible for providing senior-level administrative support to the deputy registrar, director, and the Physician Practice Enhancement Panel. The administrative coordinator also collaborates with the program development and evaluation lead on various quality improvement initiatives and projects.

Duties and responsibilities

Duties include but are not limited to the following:

  • provide administrative support for the Physician Practice Enhancement Panel:
  • prepare and distribute meeting materials and agendas
  • record and distribute minutes for the Physician Practice Enhancement Panel and related committees, ensuring all committee decisions have been recorded and reflected accurately
    • create the panel record of resolutions
    • prepare and send post-panel meeting correspondence
    • ensure follow-up items from the panel meeting are completed
    • schedule and attend follow-up registrant interviews and document the discussion and decision for panel
    • review outgoing correspondence to ensure completeness and accuracy in grammar, format and style
    • liaise with the legal department and director, records, information and privacy on issues of patient chart access and freedom of information requests
  • oversee the post-assessment process for assessments with clinical care concerns
    • process and prioritize incoming correspondence as assigned and maintain a system to ensure follow-up action or replies have taken place as needed
    • receive and redirect or respond to telephone inquiries from a variety of sources and bring forward supporting information or data as required
    • draft correspondence and other documents that support communication with program participants
    • ensure all follow-up items from the assessments are completed, including:
      • phone calls with medical advisors
      • completion of action plans
      • completion of remedial educational courses
      • other required follow-up as requested
  • oversee chart submissions and medical chart reviewers
    • receive and triage medical record submissions
    • prepare files for review by the medical chart reviewers
    • prioritize reviews as required
    • ensure reviews are done in a timely manner
    • develop and train chart reviewers for chart reviews (remote/ onsite)
    • liaise with assessor experts and vendors to resolve EMR issues, develop resources and other support tools/ documents for chart reviewer
    • liaise with finance for chart reviewer invoices and contracts
  • program development and quality improvement support
    • evaluate post-assessment follow-up and chart review process to ensure streamlined and efficient approach
    • ensure post-assessment follow-up documentation and activities are anchored in quality assurance
    • ensure accurate data entry, analysis, and report creation for the purposes of key performance indicators
    • leverage data analysis and program feedback to continuously improve post-assessment follow-up and chart review process
    • assist with liaising with the University of British Columbia division of continuing professional development (CPD) regarding accreditation process and continuing medical education (CME) approval
    • liaise with external stakeholders on potential post-assessment follow-up activities
  • contribute to the ongoing improvement of the PPEP databases and other program-related IT initiatives
  • coordinate annual review of procedures manual
  • perform other duties as required

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
  • a minimum of three years of recent related experience is required
  • demonstrated ability to communicate effectively both verbally and in writing, including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature
  • previous minute taking experience is essential
  • demonstrated ability to communicate effectively and professionally with the public, registrants, other organizations, senior executives and professional groups, both verbally and in writing
  • demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities
  • demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries
  • working knowledge of Microsoft Office applications including Word, Excel, Access, Outlook and PowerPoint
  • ability to organize and multi-task, take direction from many, and work effectively in a team-based environment

The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.


All applications for this position must be submitted online at


We thank all applicants for their interest; however, only those selected for interview will be contacted.

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