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Administrative Assistant

3 months ago

Vancouver Metro Vancouver Regional District, CA College of Pharmacists of British Columbia Full time
College of Pharmacists of British Columbia

Founded in 1891, the College of Pharmacists of British Columbia is located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh). The College is a BC health regulatory body and is a vital link in the chain of trust between patients, pharmacists and pharmacy technicians; its job is to protect the health and safety of the public by licensing and regulating pharmacists and pharmacy technicians and the pharmacies where they practice.

About the Role

Based in the BC lower mainland, the College is seeking to hire an individual with over 3 years of relevant work experience as an administrative professional (or an equivalent combination of education and experience) to take on the temporary role of Administrative Assistant until April 2025, with a possible extension. This role is to provide direct support to the Licensure Department primarily as well as to provide relief coverage for other departments as required.

Reporting to the Registration and Licensure Manager, the successful candidate will have effective written and verbal communication skills, proficiency in Microsoft Office and strong detail orientation and drive for accuracy. In addition to being highly motivated and a quick learner that takes initiatives, the Administrative Assistant is flexible and adaptable in a fast-paced environment.

  1. Maintains data and records in the College’s database.
  2. Maintains and manages the department file structure and follows the College’s records retention policies.
  3. Processes pharmacy applications according to established procedures and pre-determined timelines.
  4. Follows-up with pharmacy managers/owners relating to incomplete applications.
  5. Responds to general queries related to pharmacy applications by phone, email or in-person, and re-directs or escalates queries as required.
  6. Drafts and edits correspondence and communication materials as directed.
  7. Assists applicants with the processing of pharmacy applications.
  8. Generates and reconciles reports for pharmacy applications and other department-related documents or activities and follows-up as directed.
  9. Prepares and formats presentations, correspondence, and other documents.
  10. Coordinates arrangements for meetings and events facilitated by the department.
  11. Provides assistance to the Registration department as required.
  12. Provides relief coverage for facility-related tasks that include maintaining the general CPBC inboxes; managing incoming/outgoing mail; and doing other office housekeeping duties.

Qualifications, Skills and Knowledge

  1. Minimum 3 years of office experience.
  2. Business college certificate or equivalent experience.
  3. iMIS / database experience an asset.
  4. Strong detail orientation and drive for accuracy.
  5. Customer service experience an asset.
  6. Proficient in Microsoft Office (Intermediate to Advanced level in Outlook, Word, and Excel).
  7. Effective written and verbal communication skills with the ability to convey clear and concise messaging.
  8. Ability to work independently and within a team.
  9. Ability to be flexible and adaptable in a fast-paced environment.
  10. Highly motivated and quick learner that takes initiatives.
  11. Exceptional time management abilities to organize work duties and set priorities.
  12. Ability to exercise diplomacy, tact and discretion when working with confidential/sensitive information.
  13. Ability to build and maintain effective working relationships with all partners.
  14. Ability to maintain tact when dealing with diverse groups of people with different personalities.
  15. Ability to deliver results under pressure and tight timelines.
  16. Ability to use a common sense approach and demonstrate sound judgement.
  17. Commitment to continual learning and a drive for intellectual curiosity to innovate and improve.

Salary and Benefits

Salary is in accordance with the Category 4 Administrative Assistant classification in the current MoveUP (Canadian Office and Professional Employees Union Local 378) Collective Agreement. The compensation for this position starts at $61,426.74 annually based on a 35-hour work week. The College provides a total rewards program that includes competitive compensation, extended health care, a defined benefit pension plan and other benefits.

How to Apply

Please submit a cover letter and resume by end of day Wednesday, August 14, 2024. This opportunity will remain posted until filled; however, priority consideration will be given to those who apply by the deadline. References, education and professional credential verifications, and a criminal record check may be required for all final candidates.

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