Health Authority Medical Advisory Committee (HAMAC) Coordinator

Position Summary
Interior Health is hiring a term specific full-time Health Authority Medical Advisory Committee (HAMAC) Coordinator who is passionate about making a difference in health care.

This is a term specific full-time position until approximately December 6, 2027 or the return of incumbent.

Location: This position is flexible within the Interior Health Region.

Please note that this position includes occasional travel throughout the Interior Health region.

What we offer:

• An attractive remuneration package
• Excellent career prospects
• Employer paid training/education
• Employer paid vacation
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Work-life balance
• May be eligible to contribute to Municipal Pension Plan

The salary range for this position is $63,484 (min) to $79,355 (midpoint) to $91,259 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

How will you create an impact:

The Health Authority Medical Advisory Committee (HAMAC) Coordinator provides confidential support to the HAMAC Chair and the HAMAC Committee and oversees the day-to-day administrative operations of the HAMAC Office.

Reporting to the Specialist, Medical Staff Governance and the HAMAC Chair, the HAMAC Coordinator, in accordance with committee terms of reference, provides support to the HAMAC Chair and HAMAC Subcommittee 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 Subcommittees 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 Committees (LMAC), as well as the processes for disciplinary actions coming before HAMAC.

The HAMAC Coordinator also supports the Chairs of each HAMAC Subcommittee to ensure the governance-related functions of the Committee are met, as per the Committee terms of reference.

In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to your manager or supervisor immediately.

What will you work on:

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, FPSC, etc.), and academic institutions).
4. Coordinates appointments, meetings, and engagement events with partners 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 Subcommittee Chairs in scheduling meetings and developing agendas for HAMAC meetings and Subcommittee 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 Subcommittee 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 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. In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.
15. Performs other related duties as assigned.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces. Apply today!

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).

Qualfications
Education, Training and Experience

• A certificate or diploma in office administration or a healthcare-related field with one or more disciplines in Health Care Administration.
• Five (5) to seven (7) years of recent experience, including at least two (2) 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.
• Or an equivalent combination of education, training, and experience.

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.