Project Assistant/administrative Assistant

3 weeks ago

Burnaby, Canada Fraser Health Full time

Why Fraser Health?:
We hire great people for outstanding jobs and need your help to expand the ability to deliver prompt and professional service. We are looking for a **Full Time **Project Assistant/Administrative Assistant, Redevelopment/Major Capital and Facility Projects, IMIT **to provide support to Project Assistant/Administrative Assistant, Redevelopment/Major Capital and Facility Projects, IMIT team at **Burnaby Hospital Redevelopment Office,** located in Burnaby BC.

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

Effective October 26th 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

Detailed Overview:
**_ Supporting the Vision, Values, Purpose and Commitments of Fraser Health: _**

Provides a variety of administrative, secretarial and clerical support duties to the IMIT Director(s) of Redevelopment sites and primarily for IMIT’s Integration & Project Support Services, such as coordinating workflow for the assigned area which includes developing and implementing office policies and procedures; performs secretarial and clerical duties such as typing a variety of documents including purchased personnel Statements of Works, performing word processing, compiling and analyzing data and preparing statistical reports, maintaining various databases, maintaining budget records/projections and other relevant documents, setting up and maintaining file management systems; responds to general inquiries; arranges meeting rooms; processes internal/external mail; and makes travel arrangements as required.

**Responsibilities**:

- Co-ordinates the workflow for assigned area(s); develops and implements new work methods and procedures; identifies problems; recommends alternative solutions and implements approved changes.
- Provides secretarial and administrative support to the Director(s) and other designated staff by drafting correspondence, typing a variety of documents such as reports, letters, and memoranda, recording minutes, preparing minutes and agenda for distribution and following up on action items as required.
- Gathers and compiles information as required such as statistical data on relevant departmental operations; researches, organizes, and summarizes information for reports; maintains budget records/projections and other confidential files by gathering, compiling, collating, calculating, and preparing information for reports, briefs and projects.
- Researches support materials, gathers and consolidates a variety of information; drafts reports and briefs as required.
- Discusses inquiries for information with a variety of internal and external contacts; answers routine inquiries and complaints by determining the nature of the issue and provides information directly or through correspondence.
- Arranges meetings, prepares and types agenda materials; records, types and distributes minutes of meetings; in a timely manner, maintains follow-up ensuring required action is initiated.
- Arranges meetings as directed, books and sets up meeting rooms; makes travel arrangements as necessary; maintains and organizes appointment calendars; organizes formal events such as conferences and seminars.
- Acts as resource in obtaining and identifying policy, correspondence or reference materials; refers individuals to appropriate people for specific information as required.

Qualifications:
**Education and Experience**

Grade twelve (12). Completion of a recognized post-secondary secretarial / administrative training program plus three years of recent, related secretarial experience 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**:

- Ability to type at 65 w.p.m.
- Demonstrated ability to facilitate the development of positive public relations.
- Demonstrated ability to take and transcribe minutes for a variety of committees and meetings.
- Demonstrated ability to function independently and organize work with mínimal direction.
- Demonstrated ability to deal effectively with staff and public
- Demonstrated ability to work under pressure and in a changing environment.

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