Administrative Coordinator

3 weeks ago

Vancouver, Canada College of Physicians and Surgeons of British Columbia Full time

**Job No**:CPSBC495**

**Location**:Vancouver, BC**

***

Reporting to the director, accreditation programs, the administrative coordinator is directly responsible for supporting the College's accreditation programs committees. The administrative coordinator also provides executive support to the director, accreditation programs.

The administrative coordinator works collaboratively with the accreditation programs, its directors and managers, has a genuine appreciation for and understanding of discretion and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the College. It is expected that the administrative coordinator always maintains confidentiality, diplomacy, and tact.

**DUTIES AND RESPONSIBILITIES**

Duties include but are not limited to the following:
**Committee support**
- assist with compiling agendas and supporting documentation for the accreditation committees
- attend, record, and compose minutes of the proceedings of committee meetings
- assist with scanning and uploading to the web portal all materials for committee meetings
- assist committee members in accessing committee meeting materials
- develop and monitor meeting agendas supportive of various committee-related initiatives and events
- record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee's attention
- book meeting rooms, invite and confirm attendance of guests, arrange for catering requirements
- arrange necessary distribution of handouts, agendas, and minutes
- arrange IT equipment as necessary for meetings

**Program support**
- scheduling program related meetings
- compose program related correspondence for the director and deputy registrar
- sort and prepare incoming and outgoing mail for the director
- assist in the maintenance of paper and electronic document and record management systems
- compose and type routine correspondence and create spreadsheets based upon brief oral instructions or from draft notes

**Administrative coordination**
- distribute correspondence and meeting agendas; record, transcribe, edit and distribute minutes for the all-staff, management teams, and committee meetings
- work independently and collaboratively with the director to ensure the program functions efficiently and effectively
- take direction from the director for providing support to the programs and its managers
- assume the role of administrator and contact person for the director responding to specific and general inquiries from staff
- perform professionally and make proper and sound decisions; the employee has access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA), so the employee must make informed decisions regarding the release of information
- coordinate and schedule appointments, conferences, meetings, special events, and functions for internal and external venues
- coordinate the director's travel arrangements as required
- initiate and process paperwork for travel requisitions, requisitions for payment, honoraria, and expense claims
- maintain records for future inquiries and tracking of expenditures
- lead, as requested by the director, improvement projects and other quality management system projects with various staff in the accreditation programs

**General**
- perform other duties as required

**SKILLS AND QUALIFICATIONS**

**Required skills and qualifications include the following**:

- Bachelor's degree with training in business, management, or the social sciences, or an equivalent combination of education and experience
- five years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
- knowledge of College policies and procedures is an asset
- experience drafting minutes and correspondence
- excellent editing and proofreading skills
- ability to exercise tact and discretion when handling sensitive and/or confidential matters
- demonstrated ability to multi-task, prioritize, work under pressure and meet deadlines
- ability to work both independently and within a team environment
- demonstrated high level of initiative, time management and organizational ability
- excellent communication skills, both written and verbal
- attention to detail and a high level of accuracy
- ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must

The compensation range for this position is $54,453-$81,679. The compensation range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, empl

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