Administrative Coordinator, BCCSU

Salary

The salary range for this position is CAD $29.88/Hr. - CAD $37.35/Hr.

Job Accuracy Posting Flag

The hours of work including start and stop times days off work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Summary

The British Columbia Centre on Substance Use (BCCSU) is a provincially networked organization with a mandate to develop help implement and evaluate evidence-based approaches to substance use and addiction. As a research centre of Providence Health Care Research Institute and a University of British Columbia Faculty of Medicine Centre the BCCSUs vision is to transform substance use policies and care in BC by translating research into education and evidence-based and culturally appropriate care guidance. By supporting the collaborative development of evidence-based policies Wise Practice supplements and guidelines and standards the BCCSU seeks to improve the integration of best practices and care across the continuum of substance use thereby serving all British Columbians. The BCCSU seeks to achieve these goals through integrated activities of its three core functions: research and evaluation education and training and clinical care guidance.
The BCCSU values and respects all members of its communities each of whom individually and collaboratively contribute to transforming care education training and research in this area.

Reporting to the Director Education & Clinical Activities the Administrative Coordinator:

• Provides confidential administrative support to the Directors (or designate) at BCCSU
• Develops and implements departmental goals and objectives for Education & Clinical Activities and aims to achieve streamlined and standardized practices to improve quality efficiency and effectiveness of clerical services
• Coordinates and schedules appointments and meetings; prepares agendas records meeting notes and organizes related travel needs
• Uses discretion and follows established guidelines when working with confidential and sensitive information
• Develops recommends and implements administrative policies and procedures and ensures all staff are aware of and adhere to policies and procedures
• Supports the preparation of correspondence reports spreadsheets with graphical representations of data Power Point presentations and organizational charts actively participates in related department projects and supports the effective communication and distribution of information within and external to BCCSU
• Acts as a resource for various projects and supports the implementation and conduct of the project in accordance with applicable policies standards procedures and protocols
• This position documents tracks and reports of key activities; maintains an understanding of the project schedule deliverables and commitments; works with relevant staff on developing project actions and monitoring deliverables
• Functions as the point of contact to receive and convey information related to the project(s)
• Communicates project status to all partners and prepares/drafts correspondence reports briefing documents and presentations

To learn more about the BCCSU please click here.

Note: this is a hybrid position.
Deadline to Apply: Tuesday August 11th at 12:00 PM PST

What You Bring

Education Training and Experience:

• Completion of a recognized diploma in office administration or business administration
• Three (3) to five (5) years related office management experience including experience supporting senior level management preferably in a large complex business or health care environment or equivalent combination of education training and experience
• Project coordination experience is an asset

Skills and Abilities:

Familiarity with concepts related to addiction medicine public health and the social determinants of health.

Demonstrated understanding of the ways in which laws and policies have contributed to the marginalization of people who use drugs.

Ability to communicate effectively both verbally and in writing at all levels of the department.

Ability to deal effectively with others including technical positions.

Demonstrated analytical problem solving and decision-making skills.

Demonstrated ability to multi-task with attention to detail and awareness of broader structural and institutional issues.

Ability to handle confidential information.

Ability to prepare and analyze financial and statistical information.

Ability to work independently and effectively under time pressure to meet deadlines balance work priorities and resolve problems in a timely manner.

Ability to organize and prioritize workload.

Ability to work in a team environment and with minimal supervision.

Intermediate to advanced skills using a variety of computerized office software packages.

Familiarly with staff scheduling systems/processes.

Physical ability to perform the duties of the position.

What We Offer

• A competitive salary: The typical hiring range for this position is $29.88 - $37.35 per hour depending on experience.
• Growth opportunities:We welcome individuals at all stages of their career offering opportunities for professional development and growth.
• Inclusive culture:We respect the diversitydignityand interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Hybrid work opportunity.
• Meaningful impact:You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.
• A comprehensivehealth benefits package including dental vision and life insurance as well as pension.

Your Day to Day:

1. Provides confidential clerical and administrative support to Directors or designate and relevant departmental committees. Coordinates the day-to-day administrative functions for the Directors or designate which includes organizing activities/initiatives/correspondence including scheduling and prioritizing appointments preparing/processing expenses and related documentation and making required travel arrangements.

2. Responds to sensitive internal and external enquiries on behalf of the Directors or designate by serving as the primary point of contact and answering directly or referring to appropriate area. Gathers necessary information preparing spreadsheets tables charts reports and presentations as required to summarize information. Completes timesheets and responds to Payroll inquiries.

3. Develops a range of documents using a variety of software programs such as correspondence reports spreadsheets with graphical representations of data Power Point presentations and organizational charts.

4. Coordinates meetings and meeting requirements ensuring all necessary support documentation is available and arrangements are complete. Prepares and distributes agendas attends and records meeting notes monitors task list and follows up on action items as required. Provides coordination and troubleshooting for meeting technology including teleconference and videoconferencing technologies.

5. Prepares documents including memos process manuals budget reports organization and flow charts and reports using various office software. Oversees the maintenance of departmental communication tools and templates including printed materials and on-line resources. Develops updates and continuously improves tools learning materials templates standards policies processes and procedures.

6. Ensures education materials outlines presentations online content and other documentation are available in a timely manner for educational purposes. Assists logistical activities such as sending out notifications and registering and tracking course completion.

7. Ensures information is current and accurately compiled monitors expenditures and analyzes and reports on budget variances while working closely with Finance partners. Completes purchase requisitions/online purchases and forwards for processing. Ensures invoices are authorized and submitted for payment.

8. Updates and maintains filing and tracking systems including the teams shared drive and other collaboration methods to ensure access and timely retrieval of information. Ensures integrity of data by reviewing system data conducting routine audits updating/arranging for correction of data and/or following up with appropriate areas to discuss ongoing issues regarding data accuracy/maintenance.

9. Acts as a resource to project team and staff including developing project actions providing support monitoring deliverables and maintaining project timelines.

10. Tracks project progress according to project plan monitors and reports on the status of projects and major issues/obstacles collaboration with the Directors or Project Manager as applicable identifies and supports resolution to problems or barriers for successful research projects/change initiatives completion.

11. Maintains an understanding of the project schedule(s) deliverables and commitments as set out in project charters and other work plans. Executes project plan according to project methodologies ensuring the successful and coordinated completion of project components.

12. Communicates project status and contribute to positive working relationships with a diverse set of stakeholders including regional and national government officials healthcare providers and BCCSU staff.

13. Builds effective relationships with the People team (HR) PHC Operations Finance Academic Partners and other departments and relevant personnel from other Health Authorities to create mutually beneficial working partnerships and opportunities.

14. Uses discretion and follows established guidelines when working with confidential and sensitive information.

15. Perform other related duties as assigned.

Advance Your Career at Providence Health Care!

We acknowledge that Providence Health Care and the new St. Pauls Hospital site is located on the traditional ancestral and unceded territory of the Coast Salish Peoples including the territories of the xʷməθkwəyəm (Musqueam) Skwxwú7mesh (Squamish) and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

Required Experience:

IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Hourly Salary Salary: 29 - 37