Adminstrative Assistant

Administrative Assistant

Please note: Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

**STATUS**: This is a regular full-time position

**HOURS OF WORK**: 08:30 - 16:30 - Monday to Friday

**SALARY**: Commensurate with qualifications and experience

**BENEFITS**:Medical, dental, vacation, sick leave, long term disability and pension

**LOCATION**:BC Centre for Excellence in HIV/AIDS, Vancouver, BC.

**ORGANIZATION**:The BC-CfE is a world-renowned HIV/AIDS Centre with innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

**JOB**:
Reporting to the Senior Director (SD), the Administrative Assistant provides confidential administrative and secretarial support to the operations department SD and associated programs and services. The Administrative Assistant is responsible for screening and prioritizing incoming materials, scheduling and arranging meetings, maintaining an updated calendar, producing a variety of documents, keeping the Director apprised of issues and activities, maintaining operations policy and procedures etc.

**JOB RESPONSIBILITIES**:

- Screens incoming materials, prioritizes items for immediate attention, distributes as appropriate and determines appropriate follow-up.
- Schedules and arranges internal and external meetings by coordinating rooms and equipment, preparing and distributing meeting materials and agendas, and where required, taking minutes and keeping track of action items.
- Maintains an updated and accurate appointment schedule for the Director, and others as required, by determining urgency and nature of requests, resolving time conflicts, and notifying all relevant parties.
- Produces a variety of documents including reports, correspondence, presentation materials, spreadsheets, and memos by using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopies and distributes documentation such as correspondence and reports as required. Maintains and updates variouscomputer databases and web pages.
- Responds to verbal and written communication directed to the Director’s office by clarifying stakeholder request/needs. Utilizes judgement and initiative in determining the appropriate avenue for response and seeks guidance from Director as required.
- Ensures dissemination of information to internal and external stakeholders regarding the organization’s programs, services, procedures and processes, and provides updates on outstanding issues.
- Assists with developing, drafting, editing, formatting and updating various documents on BC-CfE virtual platforms and website; including policies, manuals and SPO’s.
- Arranges travel and accommodation as required within approved policies and guidelines.
- Collaborates with peers and/or provides direction and guidance to clerical staff to ensure administrative systems and processes are consistently followed and monitored for effectiveness. Ensures gaps are addressed and resolved when identified.
- Creates and maintains an efficient filing system, including bringing forward documents required for meetings and proactively identifying action items to be completed prior to meetings.
- Compiles and collates analytical information/data to assist in trending, comparing and benchmarking activities as required.
- Interact with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/senior leader utilizing strong persuasion and communication abilities and the exchange of information.
- Performs other duties as required.

**JOB QUALIFICATIONS**:
3.1 Education, Training and Experience
- Graduation from a recognized administrative assistant/secretarial post-secondary program plus three to five (3-5) years progressive experience supporting senior level management or an equivalent combination of education, training and experience.
- Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills.

3.2 Skills and Abilities
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- In-depth understanding of office management and daily operations.
- Exercises considerable judgment, tact and discretion in preparing, disclos