Administrative Assistant
2 months ago
Salary range: The salary range for this position is CAD $29.30 - $38.45 / hour Why Fraser Health?:
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Detailed Overview:
**Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families**:
Oversees the efficient day-to-day functioning of the office and administrative support services to the Chief Facilities Management Officer or Chief Project Officer and Executive Director; provides guidance and direct supervision to designated clerical staff by recruiting, evaluating and training and liaises with colleagues in other departments regarding management of these areas and general office procedures; coordinates the flow of information through the department and provides administrative support by prioritizing items and issues as they arise for the attention of the Chief Facilities Management Officer or Chief Project Officer and Executive Director; ensures accurate and timely delivery of administrative services, follows up on issues requiring action and establishes and maintains office efficiency; liaises with managers and staff of various departments to address and facilitate administrative/operational issues and resolve problems; interacts with consultants, contractors, user groups and Ministry of Health Services for the purposes of sharing information and following up on requests; provides relief for other Administrative Assistants within Facilities Management, as required.
**Responsibilities**:
- Provides consultation, guidance and direct supervision to designated administrative support team members by establishing clear definitions of responsibility, reviewing workload assignments and adjusting schedules, as necessary to meet operational requirements; determines hiring, orientation and training needs.
- Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
- Facilitates effective triaging and prioritization of correspondence, determination of appropriate action and timely follow up, as appropriate.
- Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compiling background information and supporting materials, and preparing packages/summary documents to assist in decision making and meeting facilitation.
- Produces items such as reports, correspondence, presentation materials, spreadsheets and memos; maintains and updates various computer databases and files, as appropriate.
- Creates, sets up and maintains computerized and hard copy project files from planning stage, project cost, approval and completion to closure of the files.
- Prepares and distributes project agreements between consultants and appropriate health organization.
- Ensures appropriate dissemination of information about organizational and/or program/service procedures, processes and the status of issues to internal and external stakeholders.
- Coordinates and maintains timekeeping records, vacation entitlements and responds to related queries such as collective agreement requirements.
- Provides direction and guidance to clerical support staff, as needed to ensure administrative needs of the area are met.
- Monitors operating expenditures for departmental accounts including processing requisitions and invoices and initiates corrections for errors and omissions.
- Liaises with vendors and contractors as requested by the Chief Facilities Management Officer or Executive Director to obtain pricing information for required goods or services; reviews quotes prior to placing order and investigate problems as they arise.
- Provides relief for other Administrative Assistants within Facilities Management, as required.
Qualifications**:Education and Experience**
Grade 12, completion of a recognized program/courses in business administration, supplemented with a minimum of five (5) years' recent, related experience, including a minimum of one (1) year supervisory experience in progressively more responsible office management position, or an equivalent combination of education, training and experience.
**Competencies**
Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.
**Professional/Technical Capabilities**:
- Demonstrated supervisory skill to coach and mentor team members
- Comprehensive knowledge of applicable collective agreements
- Broad knowledge of accounting and budgeting principles and practices including purchasing procedures
- Demonstrated judgment, discretion and maturity in handling confidential information and situations
- Proven ability to develop and maintain effective working relationships with others both within and outside of the organization
- Ability to work independently and as a membe
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