Administrative Assistant, Medical Affairs

1 week ago

Vancouver, British Columbia, Canada Providence Healthcare Full time

Article Flag:

Mandatory Vaccination Please Note:

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19.

Proof of vaccination status will be required.

Summary:

  • We acknowledge that Providence Health Care & the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xwməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations._

The Opportunity
Providence Health Care (PHC) is seeking an Administrative Assistant for its Medical Affairs Department.

Position Overview
Reporting to the Medical Affairs Executive Director, and receiving work direction from the Medicine Department Head, the Administrative Assistant:

  • performs a variety of confidential administrative and secretarial support functions and coordinates daily office activities
- provides administrative support for designated departmental events and activities such as conferences and seminars
- schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary
- processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence
- responds to inquiries from internal and external sources as appropriate
- supports the preparation of financial and statistical documentation
- works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects

Working at Providence Health Care

Qualifications / Skills and Education:

Education

High School Diploma, completion of a recognized secretarial program and three (3) to five (5) years recent related experience supporting management staff, or equivalent combination of education, training and experience.


Skills and Abilities

  • Ability to keyboard at 50 WPM.
  • Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
  • Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
  • Ability to manage multiple complex and competing priorities.
  • Ability to provide administrative support in the planning, organizing and coordination of meetings, events, and seminars.
Effective interpersonal and organizational skills and the ability to maintain effective working relationships.

  • Ability to communicate effectively both verbally and in writing.
  • Ability to work with mínimal supervision.
  • Ability to handle confidential information with tact and discretion.
  • Ability to problemsolve and develop solutions.
  • Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
  • Demonstrated ability to work effectively, both independently and as part of a team.
  • Ability to use related equipment. Physical ability to perform the duties of the position.

Duties and Responsibilities:


Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, brochures/pamphlets/notices, rosters/schedules and presentation materials for meetings and seminars.

Develops and maintains spreadsheet and database software to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.

Schedules, prioritizes and organizes meetings and seminars in collaboration with Department Head, Medical Staff or other designate(s). Considers nature of request and resolves time conflicts.

Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.


Makes travel arrangements and reservations for the designated Medical Staff when travelling on department business, including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.


Supports Department Head, Medical Staff or other designate(s) by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment, selection, credentialing / privileging, appointment / reappointment to Medical Staff, performance management, confidentiality issues and/or workplace health and safety activities.

Maintains on-call rosters and schedules medical students, residents and fellows. Distributes information to members of the Department as appropriate. Follows

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