Clinic Operations & Systems Coordinator

Brenda Dusome Consulting • Full-time • Remote (Vancouver, British Columbia, CA) • C$ 33 - C$ 35 / hour • 1d ago

$33–$35 per hour, commensurate with experience | Approximately 10 days per month

Willow Clinic is a busy reproductive health clinic located along Vancouver’s Broadway corridor, delivering essential, patient-centred care in a fast-paced environment. We are seeking a skilled and adaptable Clinic Operations & Systems Coordinator to support organization-wide Microsoft 365 adoption, administrative systems, and operational workflows. This on-site role reports to the Executive Director and works closely with clinic leadership to strengthen processes and support a collaborative, pro-choice clinical team. Applicants must be aligned with and supportive of equitable access to reproductive healthcare.

Key Responsibilities

Collaborate with clinic leadership and an external IT provider to support organization-wide Microsoft 365 adoption, implementation, cloud-based workflow improvements, and related change management initiatives.
On an ongoing basis, support Microsoft 365 administration, shared inboxes, and cloud-based document organization.
Maintain and coordinate administrative systems, schedules, and workflow processes.
Assist in the preparation of payroll and physicians’ payments in accordance with established processes.
Assist with financial administration by organizing and maintaining documentation, working closely with the Executive Director and external bookkeeper within a Microsoft 365 (cloud based) environment.
Assist with billing and administrative financial workflows.
Maintain operational manuals, scripts, and internal procedures.
Identify opportunities to streamline processes and support staff through evolving workflows in a fast-paced clinical setting.
Assist leadership in operational coordination.

Qualifications & Educational Requirements

Post-secondary education in business administration, health administration, office systems, information technology, or a related field, or an equivalent combination of education and relevant experience.
High proficiency with Microsoft 365 (SharePoint, Teams, Outlook, OneDrive) and Microsoft Suite applications, including advanced Microsoft Excel and strong Microsoft Word skills. Demonstrated ability to work effectively in cloud-based collaborative environments, mentor staff in the use of these applications as appropriate, and support evolving digital workflows.
Previous experience with an Electronic Medical Record (EMR) system is highly desirable.
Strong organizational skills, attention to detail, and sound judgment in managing confidential information, with demonstrated curiosity, systems thinking, and an interest in identifying opportunities to improve workflows and operational processes.
Experience supporting administrative systems in a healthcare or professional office environment is preferred.
Adaptable, solutions-focused, and comfortable working in a fast-paced clinical setting.

Work Environment

On-site role located along Vancouver’s Broadway corridor.
Fast paced reproductive health clinic environment.
Collaborative, pro-choice, mission-driven workplace.
Requires professionalism, flexibility, and strong interpersonal skills.

Compensation & Schedule

$33–$35 per hour, commensurate with experience.
Approximately 10 days per month (part-time) with some flexibility required.
Schedule to be coordinated with Executive Director.
This position is anticipated to be offered as a fixed-term employment contract of approximately one year, with the possibility of renewal.
Vacation pay and statutory holiday pay will be provided in accordance with BC Employment Standards.
A self-directed health benefit (health spending account) may be available, consistent with existing staff arrangements.

How to Apply

Please submit your resume and a brief cover letter outlining your experience with administrative systems, EMR software and Microsoft 365 tools to: Director@willowclinic.ca

Applications will be reviewed on a rolling basis.