Michael Smith Health Research BC

Michael Smith Health Research BC, funded by the Government of British Columbia, is BC’s health research agency. We strengthen the province’s health research system by supporting the people, institutions and activities that generate and use research-based knowledge to promote, restore and maintain the health of British Columbians. Our ambition is to inspire and connect curious, creative and passionate minds to drive discovery and innovation in health research. And we’re driven by the belief that health-related decision making should be informed by high quality research produced in an equitable, diverse and inclusive research system.

We are a team of dedicated professionals who care deeply about each other and our work. We believe in embracing diversity as a strength and core value, creating spaces that are inclusive of all peoples, and are grounded in our ongoing commitment to reconciliation and respect for Indigenous self-determination. We value and support a diverse workforce, reflective of different backgrounds, skillsets, perspectives and life experiences.

Our benefits package includes a pension plan, generous dental and health insurance and a wellness allowance; our professional development policy supports learning and growth.

Our beautiful office space offers views of False Creek, an outdoor patio (think summer BBQs!) and a fitness centre, and it’s walking distance to restaurants and other amenities. Our social committee, Team Good Times, organizes events throughout the year.

If you are looking for meaningful work in a supportive environment, and you are inspired by making a difference in BC’s exceptional health research community, read on to learn more.

Position Summary The Office Operations Specialist is responsible for the day-to-day operational management of Vancouver headquarters, ensuring a well-run, efficient, and professional workplace environment. Reporting to the Portfolio Director, Operations, this role oversees reception, event coordination, facilities support and provides general administrative support. In addition to ensuring operational efficiency, the Office Operations Specialist plays a key role in shaping high-quality workplace experience. As the primary on-site presence, they ensure a welcoming environment for employees, visitors, and partners, support seamless internal meetings and events, and contribute to workplace improvement and change initiatives. This role combines strong organizational capability with a proactive, service-oriented approach and attention to detail.

Key Responsibilities Office management

• Delivers exemplary customer service to staff and visitors by, welcoming guests, addressing inquiries, answering telephone calls, and disseminating information regarding building notices, services, and tenant events.
• Manages daily office operations such as reception, mail, meeting room scheduling, catering, cleanliness, and coordinates with property management and security for facility issues.
• Proactively enhances the workplace environment by maintaining an organized, polished, and welcoming physical office space, including thoughtful layout, visual presentation, and attention to detail in shared areas.
• Continuously seeks and implements opportunities to elevate the day-to-day employee experience by introducing thoughtful touches and initiatives that create a warm, engaging, and enjoyable workplace experience for staff and visitors.
• Manages inventory, document storage and retrieval, purchases supplies, and oversees confidential shredding, maintaining organized and efficient office systems
• Plans office improvements, manages desk-booking software and reporting, and ensures accurate space utilization data, providing insights to support effective space planning and workplace decisions.
• Serves as secretariat to the Health and Safety Committee, handling meetings, documentation, compliance, and supporting continuous improvement in workplace safety.
• Manages access settings, such as security cards and entry codes, ensuring appropriate security protocols are maintained, and improved when needed.
• Provides office orientation for new employees and manages operational information on the corporate intranet.
• Ensures the physical workspace and workspace practices reflect the organization’s commitment to inclusion and belonging, creating an environment where employees and visitors feel respected, welcomed, and comfortable.

Events coordination

• Leads event logistics and hospitality, working with program leads to organize requirements, speakers, guest lists, themes, and track action items.
• Manages the vendor selection process for events, including evaluating vendor qualifications and maintaining an updated list of preferred vendors, supporting consistent service standards and cost effectiveness.
• Tracks and manages event budgets in collaboration with the signatory and budget holder.
• Collaborates with the communications team to prepare and distribute event and meeting materials, such as agendas and packages.

Administrative support

• Arranges corporate travel with preferred vendors, evaluates qualifications and costs yearly, ensures policy compliance, helps staff book trips, and keeps precise travel records. Suggests and implements improvements to travel booking processes.
• Manages petty cash and credit card reconciliation, ensuring accuracy and compliance with financial procedures.
• Arranges gifts as requested and approved through established processes.
• Contributes to the development, revision, and delivery of forms, policies, guidelines, training materials, internal presentations, and other staff resources, ensuring accessibility of internal resources.
• Prepares agendas, minutes, contracts, reports, briefing notes, and slide decks in line with Health Research BC guidelines.
• Provides executive support with calendar management, travel arrangements, and expense claims, as necessary.

Requirements

• 5+ years’ experience in office administration, operations, facilities coordination, events, or hospitality, supported by a diploma or degree in business or office administration, project coordination, hospitality management, or equivalent education and experience.
• Technically proficient and a fast learner, with advanced skills in MS Office 365 (including Outlook, Word, Excel, Teams, SharePoint, OneDrive, and PowerPoint).
• Demonstrated training and/or knowledge of Occupational Health & Safety principles, practices, and regulations.
• Demonstrated strength in problem-solving, organization, and attention-to-detail with the ability to effectively manage multiple tasks, shifting priorities, and deliver high-quality results within deadlines.
• Excellent written and verbal communication, strong listening abilities, and proven customer service skills.
• Experience managing confidential information with discretion and professionalism.
• Work experience in the not-for-profit sector considered an asset.

How to Apply

If this sounds like you and you would like to play a role in maximizing the impact of health research in BC, please submit your resume and cover letter online at healthresearchbc.ca/about/careers/. We thank everyone for their interest, however, only those candidates selected for an interview will be contacted.