Administrative Assistant, Business Planning, Phsa

2 weeks ago

Vancouver, British Columbia, Canada PHSA Full time

Administrative Assistant, Business Planning,

PHSA Corporate,

Vancouver BC

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


Reporting to the Corporate Director, Business Planning, the Administrative Assistant, provides various administrative assistance and junior financial analyses to the Corporate Director, Business Planning and the Business Planning team of the Provincial Health Services Authority (PHSA).

The Administrative Assistant undertakes special business planning projects and reports, researches and gathers financial information, and assists the Corporate Director with the preparation of confidential strategic information.

Other responsibilities include coordinating the flow of information, ensuring accurate and timely delivery of administrative and supporting services for the Corporate Director and the Business Planning team

What you'll do
Scope and Complexity

  • The Administrative Assistant follows administrative and finance policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective financial support to team members of the Business Planning department. The demanding and everchanging nature of the corporate environment adds complexity to the business planning role and requires flexibility to assist others in achieving time critical goals. The Administrative Assistant exercises initiative, judgment and problemsolving skills to complete work. Judgments affect the accuracy, reliability and acceptability of further processes or services in the organization.
Communications

  • The Administrative Assistant has regular contact with members of management and other leadership teams as well as the operating division's management team members to discuss objectives and priorities and to ensure the necessary flow of information through the Corporate Director's office. The Administrative Assistant is a communication link between Business Planning, other operating divisions and corporate support services, and receives questions from administrative support across the organization seeking advice and guidance.
  • The Administrative Assistant's external communication role includes liaising with government agencies, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.
Duties/Accountabilities

  • Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing, spreadsheet and project management software packages, including creation of files, tables, spreadsheets and project plans. As requested by the Corporate Director investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Photocopies and distributes documentation such as correspondence and reports.
  • Research and compile information for the preparation of speeches, presentations and reports. Develop presentation materials, including graphs, charts and slides, using desktop publishing and presentation software and digital recording technology.

Investigates financial matters for discrepancies and variances under the direction of the Corporate Director and senior members of the Business Planning department.


  • Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
  • Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking followup action such as drafting correspondence for the Corporate Director's signature, ascertaining status of item/issue and investigating designated items.
  • Maintain the Corporate Director's appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
  • Respond to verbal and written communication directed to the Corporate Director's office. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to the Corporate Director or other senior staff for reply. Liaise with external organizations on behalf of the Corporate Director to respond to and/or share information and ensure followup by

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