Administrative Assistant

3 weeks ago


Vernon, Canada SNO Division of Family Practice Full time

_**PLEASE NOTE**_
- **The incumbent must be located within the Shuswap North Okanagan geographical area. The work will be performed in a home office but there is a requirement for travel within this area.**_

**Position Description**

**Title**: Administrative Assistant

**Reports to**:SNO Division of Family Practice Executive Director

**Division Summary**

The Shuswap North Okanagan Division of Family Practice (SNO) is a local innovation in health care and part of a province-wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The Division is a non-profit society led by a Board of Directors.

**Accountability**

Reporting to the Executive Director, the Administrative Assistant plays a vital role in the Division’s daily operations by maintaining professional, effective and efficient processes and procedures to support the mission, Board of Directors and Executive Director.

**Primary Duties and Responsibilities**
- Provide administrative support to the Board of Directors and the Executive Director.
- Provide scheduling and logistics for Board and committee meetings and member and public events, including venue, meals and travel as necessary.
- Prepare, assemble and distribute Board and committee meeting agenda, minutes and related materials in advance of meetings.
- Take minutes, maintain accurate records and follow-up on action items.
- Compose correspondence, reports, briefing notes, PowerPoint presentations and related documents, and assemble and coordinate production of Annual Report.
- Create and distribute member newsletter.
- Support financial management by processing invoices, contracts, banking and related documents for approval and filing. Coordinate vendor services and contribute to annual budget and audit, preparations, as appropriate.
- Create and maintain efficient electronic and physical filing systems, and maintain Division, board, committee, staff and contractor contact lists.
- Provide timely and efficient response to inquiries from members, Board, committee members, staff and external stakeholders and the general public.
- Update Government of BC Societies information as required.
- Perform general office duties as required.

**Financial Duties**
- Analysis of financial reports to provide budget variance reporting for the Board
- Data entry and reconciliation of bank account
- Track and pay all vendor invoices, sessional payments from Doctors and Accounts Payable; reconcile all vendor accounts as required
- Year-end Audit preparation, including the organization and provision of all supporting documentation requested by external auditor
- Work with Executive Director to prepare a comprehensive annual budget aligned with strategic and operational plans

**Qualifications - Required**
- High school graduation plus related courses, such as business, administration and finance.
- 3 - 5 years related experience, preferably in the non-profit or healthcare sector
- Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
- Excellent verbal, written and organizational skills, and attention to detail.
- Proven experience with meeting scheduling and logistics, preparing and distributing materials, and taking accurate minutes.
- Experience with efficient office organization, including establishing and maintaining electronic and paper files.
- Experience with financial processes and procedures, vendor services, and annual budget and audit preparation.
- Able to perform multiple tasks, balance priorities and meet deadlines without close supervision.
- Able to work independently and as a member of the team.
- High proficiency in Word, Excel, Outlook, PowerPoint.
- Experience with the health care industry and not-for-profit organizations a definite asset

**Working Conditions**
- This position requires schedule flexibility to attend early morning, evening and occasional weekend meetings. A valid driver’s license and access to a car is required.
- The work of the Division may necessitate a non-standard workplace.

**Job Type**: Part-time
Part-time hours: 21 per week

**Salary**: $25.00-$30.00 per hour

**Benefits**:

- Extended health care

Schedule:

- Monday to Friday

Application question(s):

- Are you located in the Shuswap North Okanagan geographical area? Travel within this area is a requirement.

**Education**:

- Secondary School (required)

Work Location: One location

Expected start date: 2023-02-01



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