Administrative Assistant 1 - Medical Affairs Administration

Administrative Assistant 1 - Medical Affairs Administration

BC Cancer

Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Assistant provides confidential administrative and secretarial support to designated Leader(s) and manages the day-to-day administrative operations to ensure accurate and timely delivery of administrative services.

Coordinates the flow of information, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies.

What you’ll do

Maintains a coordinated and up-to-date calendar for the designated Leader’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts.

Coordinates appropriate travel and accommodation arrangements for designated Leader’s attendance at conferences and meetings, confirms reservations, and establishes an itinerary.

• Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
• Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports.

Enters and collects data, and compiles relevant statistical information and reports. Drafts agendas, gathers background materials, attends and records proceedings, prepares and distributes minutes, and takes follow-up actions.

Maintains a bring-forward system.

Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties.

Completes purchase requisitions / online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.

• Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
• Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects, and the interpretation and application of policies and procedures.

What you bring

Qualifications

• A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
• Demonstrated ability to work both independently and collaboratively, resolve administrative issues / problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.

Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level.

Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.

Demonstrated interpersonal and time management skills. Demonstrated ability to record and transcribe minutes of meetings.

Ability to type 60 words per minute.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have : Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future.

That’s why we’re focused on your care too offering health, wellness, development programs to support you at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Salary Range : $48,476 - $63,624 / year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan.

Salary will be prorated accordingly for part time roles.

Location : 686 W Broadway #500, Vancouver, BC V5Z 1G1

Closing date : Applications accepted until position is filled

Hours of Work : 08 : 30-16 : 30 (Monday to Friday)

Requisition # 165723E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

What we do

The Provincial Health Services Authority () plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province.

Our values reflect our commitment to excellence and include : Respect people Be compassionate Dare to innovate Cultivate partnerships Serve with purpose.

Learn more about PHSA and our programs :

PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems.

PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and / or persistently marginalized groups identified under the

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level.

We welcome Indigenous individuals to apply and / or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples.

These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities.

PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan : A First Nations Case Study.