Administrative Assistant, Executive Director, Indigenous Health - BC Centre for Disease Control

Administrative Assistant, Executive Director, Indigenous Health

BC Centre for Disease Control

Vancouver, BC

The Administrative Assistant provides complex confidential administrative and secretarial support to the Executive Director, Indigenous Health, and assists with the activities of the Indigenous Health program, including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate.

The Administrative Assistant manages the day-to-day administrative operations and resolves day-to-day problems to ensure accurate and timely delivery of administrative service;

analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow.

Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers / directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs / departments / services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information.

Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.

Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team;

processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

What you’ll do

Maintain a consistently updated and accurate appointment schedule for the Executive Director, Indigenous Health and others as required.

Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages / summary documents to assist in decision making and meeting facilitation.

Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and act as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.

Respond to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance / urgency of the request, providing a response and / or forwarding to the designated Leader or other senior staff for reply.

Liaise with external organizations on behalf of the designated Leader to respond to and / or share information and ensure follow-up by relevant personnel on emergent issues.

Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.

Provide work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met.

Participate in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.

Assist in budget development ensuring information is current and accurately compiled, monitors expenditures, ensure invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments / programs.

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

Prepare and update various documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner.

Some material may be confidential or include information of a sensitive nature. Develop, organize and maintain professional graphical presentations, including presentations given to groups outside of the organization.

Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted.

Compile information into structured reports.

What you bring

Qualifications

A level of education, training and lived experience equivalent to graduation from a recognized post-secondary administrative assistant / secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.

Skills & Knowledge

• Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
• Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
• Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
• Ability to analyze and interpret guidelines.
• Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
• Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
• Demonstrated ability to record and transcribe minutes of meetings.
• Ability to type 60 words per minute.
• 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.

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 (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

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 and BCCDC 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 Human Rights Code.

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.