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.

The College of Physicians and Surgeons of British Columbia (CPSBC) has been recognized as one of BC's top employers since 2011 and as a certified Living Wage Employer in BC since 2025. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

CPSBC is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

CPSBC values the strength diversity brings to our workplace, so if you’re excited about a career at CPSBC but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

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

CPSBC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples-the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples-the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.