Coordinator, Health Authority Medical Advisory Committee

 Job title :COORDINATOR, HEALTH AUTHORITY MEDICAL ADVISORY COMMITTEE
Community :KELOWNA
Facility :KELOWNA CHSC
Status :PERMANENT FULL TIME

Position Summary

Our Health Authority Medical Advisory Committee (HAMAC) is seeking an organized, self-starter, with great communication skills to fill this Coordinator role. The Coordinator is instrumental to the HAMAC team and provides confidential support to the HAMAC Chair and the HAMAC Committee and oversees the day-to-day administrative operations.

Reporting to the Manager, Medical Administration, Credentialing & Privileging and the HAMAC Chair, the HAMAC Coordinator, in accordance with committee terms of reference, provides support to the HAMAC Chair and HAMAC Sub-Committee chairs to ensure all committee meetings and functions are conducted with efficiency and effectiveness.

The HAMAC Coordinator is responsible for effectively scheduling and managing engagement activities for the Chair, the Committee and the Sub-Committees and for developing related reports, presentations, and correspondence. The HAMAC Coordinator will need to have an understanding of the Medical Staff Bylaws & Rules, the governance structure, the roles and responsibilities of HAMAC, Regional Medical Advisory Committees (RMAC), and Local Medical Advisory Committee (LMAC), as well as the processes for disciplinary actions coming before HAMAC.

The HAMAC Coordinator also supports the Chairs of each HAMAC Sub-Committee to ensure the governance-related functions of the Committee are met, as per the Committee terms of reference. The HAMAC Sub-Committees currently in operation are:
• Credentialing & Privileging
• Medical Staff Resource Planning
• Pharmacy and Therapeutics

TYPICAL DUTIES AND RESPONSIBILITIES:

1. Oversees the flow of appropriate information and correspondence for the HAMAC Chair and members of HAMAC to and from the Health Authority, Regional Medical Advisory Committees, Local Medical Advisory Committees, the Board of Directors, and provincial government agencies.

2. Works in collaboration with Medical Administration to develop and update Medical Advisory Committee (MAC) meeting document templates, develop process for documentation submission to the MACs and to the subcommittees of HAMAC.

3. Engages with various contacts inside and outside the organization to help create productive, collaborative working relationships with HAMAC and to enhance the reputation of the organization (e.g., representatives and others within IH, other Health Authorities, physician organizations in communities across IH, external organizations’ staff supporting provincial physician committees (SSC, GPSC, etc.), and academic institutions).

4. Coordinates appointments, meetings, and engagement events with stakeholders and participates as appropriate.

5. Organizes all aspects of HAMAC meetings to ensure logistics and proceedings are handled efficiently and effectively (whether in-person or virtual). Ensures the appropriate flow of information to HAMAC and the Board, and the dissemination of results from HAMAC and Board decisions to appropriate staff and Medical Advisory Committees for consideration and implementation.

6. Assists the HAMAC Chair and Sub-Committee Chairs in scheduling meetings and developing agendas for HAMAC meetings and Sub-Committee meetings; records minutes and attendance; posts public documents; and tracks the completion of action items.

7. Gathers relevant information regarding HA and MOH policies related to the Hospital Act, Medical Staff Bylaws, and Rules for the Medical Staff Bylaws and Rules Committee’s consideration in preparing and presenting recommended changes to HAMAC and the Board for approval. Follows administrative processes to enact changes to online policies, ensuring consistency of language and compliance with relevant policies, guidelines, and legislation.

8. Assists the HAMAC and Sub-Committee Chairs in developing and implementing a process to replace retiring members and acts as the primary liaison with those involved in the recruitment of new members to facilitate the HAMAC appointment process. Assists in the implementation of effective protocol and resource materials for the orientation of new HAMAC members.

9. Assists in the development of the draft HAMAC budget to be presented to the Executive Director, Medical Affairs and HAMAC Chair for review and recommendation for VP, Medicine & Quality approval. Works with the HAMAC Chair to monitor the budget to ensure compliance with government financial policies and to maintain fiscal responsibility.

10. Coordinates HAMAC remuneration and Conflict of Interest Declaration processes and ensures compliance with IH policy and Treasury Board Directives.

11. Oversees the retention of all HAMAC records, including the minutes and decisions of all meetings of HAMAC and its Committees.

12. Leads the coordination of HAMAC, RMAC, and LMAC documents and correspondence and, in coordination with Medical Administration, monitors these documents for quality and accuracy.

13. Updates HAMAC and the Board on the implementation of initiatives of HAMAC and Sub-Committees. Prepares reports, briefings, and presentations, researching elements as required.

14. Performs other related duties as assigned.

Qualifications

• A two-year post-secondary certificate in office administration or a healthcare-related field with one or more disciplines in Health Care Administration.
• Five to seven years of recent experience, including at least five years at a senior executive assistant level with experience in providing support to a Senior Executive Committee and/or Board of Directors.
• Experience and interest in Medical Advisory Committee/Board governance.
• Experience in building and maintaining relations with physicians, senior executives, and officials.
• Experience with and understanding of the complexity of the healthcare system and of the operations of the Health Authority and related ministry departments.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self/Cultural Agility – self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy – communicates effectively; listens with heart rather than reacting
• Achieves Results/Process Orientation – takes action to implement decisions, follows culturally respectful processes that also produce results
• Develops Coalitions/Building a Trust-Based Relationship – builds partnership and networks to create results, demonstrates a commitment to customers and service, participating in open exchanges of experiences and culture
• System Transformation/Credible Champion – demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships

Skills and Abilities
• Possess a high degree of professionalism and the ability to maintain confidentiality.
• Ability to accept and assume responsibility, work without direction, meet deadlines, problem-solve, make well-informed decisions, use initiative and judgment to develop courses of action that are results-oriented, and anticipate and respond to changing priorities.
• Possess excellent interpersonal skills and the ability to communicate clearly and effectively verbally, in writing, and as a facilitator.
• Ability to perform as an integral part of a senior team, interacting effectively with others both internal and external to the organization including the public, elected officials, and senior staff from all levels of government.
• Ability to critically analyze and synthesize data.
• Ability to record and compose minutes accurately and effectively.
• Fluent in the use of meeting technologies including voice, video and web conferencing, and audio visual systems.
• Possess excellent keyboarding/word processing and computer application skills (including Word, Excel, PowerPoint, Outlook, and other programs) required to fulfill responsibilities. Productively use technology where appropriate and conduct information searches.