Administrative Assistant

2 weeks ago

Vancouver, British Columbia, Canada Providence Living Central City Lodge and Cooper Place Full time

_Providence Living is a newly created non-profit Catholic-sponsored health care organization focused on long-term care, assisted living, housing, and other community services to support seniors and their family members.

We are committed to re-imagining the experience of seniors, especially those living with dementia, and to creating communities and fostering a culture where seniors are empowered to make decisions that affect their quality of life.

_
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POSTING:
Non Contract Posting 001H23_
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STATUS:
Regular Part Time - FTE 0.5_
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CLASSIFICATION:
NCEC Range 5 HSCIS CODE 02020_
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WORK AREA:
Central City Lodge and Cooper Place_
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REPORTS TO; Director of Operations_
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SALARY:
$27.00 to $29.00 Hourly_
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ROLE SUMMARY_

The Administrative Assistant provides expert administrative support to two of PL's facilities. Responsibilities

include coordinating the flow of information, handing administrative requests from managers, planning

meetings, taking detail notes and ensuring accurate and timely delivery of administrative services.
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DUTIES AND RESPONSIBILITIES_

  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies;
placing and expediting orders for supplies; verifying receipt of supplies

  • Produces and maintains a variety of documents including correspondence, memos, meeting agendas
and reports utilizing various word processing and spreadsheet software packages, including creation of

files, tables, and spreadsheets. As requested, investigates, gathers and compiles information on issues

and drafts reports outlining alternative options and recommendations. Distributes documentation such

as correspondence and reports.

  • Screens incoming materials, prioritizes items for immediate attention and distributes. Responds to
routine written inquiries and materials by composing and signing correspondence or drafting for

signature. Processes incoming and outgoing mail.

  • Participates 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 follow-up action such as drafting correspondence for signature,

ascertaining status of item/issue and investigating designating items.

  • Designs and maintains filing and distribution systems for a variety of records and files such as
correspondence and reports by methods such as creating and labelling files, and filing information on

SharePoint. Maintains bring-forward system.

  • Makes arrangements for travel and accommodation for a variety of personnel for attendance at
industry meetings and conferences by performing duties such as contacting travel agency, confirming

reservations, establishing an itinerary, collating and submitting expenses.

  • Supports Portfolio Directors and Managers with administrative concerns as appropriate.
  • Assists in budget development and monitors expenditures. Authorizes expense reimbursements and
invoices up to the pre-determined limit.

  • Provides work direction to other clerical or support positions as required.
  • Maintains an inventory of supplies and materials for area.
  • Performs other related duties as assigned.
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QUALIFICATIONS_

Education, Training and Experience:
A level of education, training, and experience equivalent to high school graduation plus additional related course

work in office or business administration and 5 to 7 years related senior administrative experience in a large

complex organization, preferably in the Health Care field. Proven ability to work in a dynamic environment with a

variety of disciplines to maintain and foster good working relationships.

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Abilities:_

  • Excellent interpersonal skills, including tact and diplomacy, in dealing with a variety of work situations, staff,
physicians,, government representatives, and the general public

  • Excellent oral and written communication skills
Excel, Outlook, PowerPoint, SharePoint

  • Strong sense of teamwork
  • Aptitude to be proactive requiring minimum direction
  • Ability to anticipate and resolve issues before they escalate
  • Capable of decision making/problem solving within predetermined guidelines
  • Organizational skills and ability to work independently
  • Ability to work under pressure with short turnaround times; flexibility to ensure deadlines are accommodated

This posting will remain open until successfully filled.

Diversity, equity and inclusion are essential to delivering exceptional care and building a great place to work.

We are in an ideal location close to Waterfront Station with easy access to public transit (bus, Skytrain, West Coast Express and Seabus).

To be eligible for consideration staff must be vaccinated in accordance with the requirements of the Provincial Health Officer's Order. Proof of vaccination required.

Job Types:
Part-time, Permanent

Part-time hours

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