Location: Remote (Canada)
Position Type: Full-time
Reports To: CEO & Registrar and the Board of Directors

When it comes to health care in Canada, health information and quality of care are inextricably linked. Health information professionals transform data into valuable information that has a significant impact on the quality of health care that Canadians receive. Their work also influences operational decisions at health care institutions and informs policy and funding decisions being made across the country.

The Canadian Health Information Management Association and the Canadian College of Health Information Management, together as one organization advance the health information profession and ensure quality health information is available and utilized for patient care, health care operational planning, and policy development in Canada.

About the College

The Canadian College of Health Information Management is a national, not-for-profit corporation that sets the accreditation standards for educational institutions and certification standards for health information professionals in Canada.

The College, incorporated in 1972, protects the public interest by governing and regulating the professional practice of more than 4,600 certified health information member registrants. In enhancing its status as a regulatory body, the College advances the professionalization of the health information industry and acknowledgement of its professionals as a key driver of policy, funding, and the care that Canadians receive.

About CHIMA

CHIMA is the national professional association for the health information profession in Canada, representing over 5,800 health information members from coast to coast to coast. It advocates for and monitors trends within the profession, creates networking opportunities, and facilitates continuing education for its members. CHIMA also connects members with employment opportunities at organizations within health care and beyond.

About this role

We are seeking an operations and board relations administrative lead to support various operational projects and provide ongoing administrative support to its board of directors.  The focus of this role is to bring proactive administration and operational support to our remote team to enable the organization’s success in achieving its vision, mission and strategic objectives.

The successful candidate is a self-starter, strong team player and thrives in a dynamic and mission-driven organization dedicated to how health information can improve and advance our health care system and patient care. 

To be successful in this role, this individual must be an outcomes-focused professional, comfortable working in a fast-paced environment and managing multiple priorities simultaneously. They must have an entrepreneurial spirit and be able to take ownership of responsibilities. They must also be a connector across our organization, ensuring alignment across portfolios and team members.

Your critical thinking abilities, customer service skills, and dependability will enable stability and growing effectiveness in our organization. You will inspire others with your positive attitude and be willing to go the extra mile to help people.

This role will have dual reporting to the organization’s CEO and Registrar and the Chair, Board of Directors. 

This is a full-time position, with a competitive salary, three (3) weeks of paid vacation plus five (5) personal days. This role will be included in the health and dental plan and organizational pension after appropriate wait times.

Requirements

• A combination of education and experience in administration assistance (business and/or health), communications, public relations or similar
• A high degree of commitment to the mission of the organization

• Ability to work independently with minimal supervision

• Strong critical thinking ability and attention to detail
• Excellent organization and time management skills, with the ability to multi-task, prioritize effectively, and meet deadlines in a fast-paced environment
• Excellent verbal and written communication skills

• Effective interpersonal skills with individuals at all levels of the organization
• Confidence to take the lead on special projects

• High level of personal integrity, strong work ethic, and problem-solving skills

• Experience dealing with sensitive information and ensuring confidentiality
• Initiative to investigate and research when answers are not readily available
• Experience preparing and reviewing formal documentation, including forms, letters, and memos
• Ability to adapt to changing circumstances and receive and give feedback constructively

• Experience working remotely and in a virtual team environment and a desire to work from a home office environment
• A high degree of technical know-how is required for this role; we are a digital organization leveraging modern collaboration platforms.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Pro, Asana, WordPress, QuickBooks or equivalent applications

Additional assets

• Bilingual French/English
• HICA certification
• Experience working with advisory boards, community groups and/or boards of directors
• Understanding of board governance best practices
• Experience working in an associations, university or regulatory professional college in a governance and/or executive assistant capacity
• Experience with QuickBooks and Asana

Responsibilities

Operations

• Develop and implement an efficient SharePoint structure for the organization
• Lead internal and external meetings; create and distribute agendas; capture meeting minutes during meetings; record and assign follow-up opportunities as required
• Prepare internal and external corporate documents for the organization

• Prepare, use, and maintain templates for various functions

• Ensure operational meeting delivery, manage the senior leadership and CEO & Registrar calendars for meeting booking, and helps prioritize their time and schedule, including travel
• Facilitate organizational processes such as annual planning and board processes, such as operational plans, accountability reports, AGM, and tracking and reporting of Key Performance Indicators (KPI’s)
• Own and manage administrative processes such as corporate registrations, insurance and other business operations
• Create agendas, take minutes during organizational meetings, and record follow-up opportunities as required
• Prepare internal and external corporate documents for the organization

• Track and report absence management through vacation tracking spreadsheets to accommodate vacation, sick time and other absences
• Manage job postings on our job board

• Help enable and support other departments to ensure organizational efficiency
• Prepare, use, and maintain templates and electronic filing systems for various functions

• Assist with the preparation of monthly, quarterly, and year-end reports
• Perform other duties as assigned

Board Relations

• Manage meeting logistics, travel, board packages, and meeting scheduling
• Drafts letters, emails, reports, and other correspondence on behalf of the board of directors
• Attend board and committee meetings to facilitate note taking and actioning follow up items
• Act as a liaison between the board of directors and the CEO & Registrar, leadership team and the organization’s key external partners
• Support organizational policy developments and updates led by the board of directors
• Facilitate onboarding and offboarding of board members
• Manage recognition program for board members

• Collect, manage and maintain confidential board meeting notes, files and other content

• Perform various other duties as assigned

Location

This is a remote role based out of a home office in Canada, with some travel required.  The organization is national, with staff, chapters, and board members across Canada. Accordingly, this role is open to candidates nationwide with a work-from-home arrangement. Some travel to destinations across Canada, is required.

A work-from-home setup is provided as part of this role.

Diversity

The Organization is pan-Canadian with staff, chapters, and board members from both rural and urban landscapes. Recruitment is based on values—regardless of race, ethnicity, gender, age, religion, or sexual orientation. For applicants with disabilities, accommodations will be made available in all aspects of the selection process.

We are proud of our commitment to lead a diverse group of individuals who bring different perspectives, experiences, and ideas to the health information profession.

To Apply

Please send a cover letter and resume to joinourteam@echima.ca.