Coordinator, Administrative Operations, Provincial

2 days ago

Vancouver, Canada PHSA Full time

**Coordinator, Administrative Operations,**

**Provincial Laboratory Medicine Services, (PLMS)**

**PHSA Corporate,**

**Vancouver BC**

Are you a highly organized person with strong administrative skills? The Coordinator, Administrative Operations, Provincial Laboratory Medicine Services (PLMS), reports to the Executive Director, Corporate and Administrative Affairs, and provides confidential administrative and project coordination support to the PLMS team.

**What you’ll do
- Function as a confidential liaison for PLMS and responds to verbal and written communication directed to their offices from Senior leadership teams, the operating division’s management team members, Ministry and government officials, external vendors, external organizations, the public, and other health care authority representatives.
- Coordinate and attend regular confidential senior management, Governance meetings, and vendor meetings. Prepare planning and reporting related materials and documents including presentation, spreadsheets, meeting minutes and reports in an accurate and timely manner. Take minutes, set agendas, track updates and follow-up on deliverables and timelines.
- Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Produce and maintain a variety of accurate and well-designed documents including correspondence, expense claims, memos, minutes and meeting agendas. Maintain readily accessible paper-based and electronic information files, including those of a confidential nature. Produce a variety of documents and respond to correspondence received by PLMS.
- Perform full-scope coordination of projects and strategic and confidential initiatives, varying in scope and size, ensuring they are done in an efficient manner, that they adhere to project protocols, conform to applicable institutional and ethical policies and procedures and privacy legislation, and that they are complete within the required timelines. Raise concerns or barriers to leadership in order to troubleshoot and resolve issues.
- Develop, implement and support office procedures consistent with PHSA, and PLMS best practice standards. Ensure the necessary flow of information through PHSA, PLMS and other partners while maintaining appropriate levels of security and confidentiality. Ensure that administrative matters are organized and dealt with in a timely, organized and professional manner. Assist with transition for new and outgoing PLMS team members.
- Conduct background research on various topics, summarize information and draft presentations.
- Coordinate the dissemination of information and knowledge related to projects and initiatives to internal and external stakeholder groups through a variety of vehicles.

**What you bring***
- Experience proofreading and editing a variety of documents, such as briefing notes, fact sheets, speaking notes, reports and correspondence.
- Experience working with a variety of individuals at different levels.
- Experience setting up meetings including scheduling attendees, preparing the agenda, recording minutes/record of decisions.
- Experience working in a fast paced, multi-tasking environment providing executive administrative support and expertise.
- A level of education, training and experience equivalent to a Bachelor’s degree in Business Administration, Social Sciences, Health Administration or related field supplemented by completion of courses in project management, and three (3) to five (5) years of experience in an administrative, project coordinator/management or business operations role in a complex and changing multidisciplinary environment..
- Demonstrated initiative, high motivation, independent problem solving and creative solutions implementation capabilities. Proven organization skills and ability to coordinate multiple projects and meet deadlines with high attention to detail.
- Demonstrated ability to manage projects on time and budget. Demonstrated ability to work in a complex fast paced environment with mínimal supervision and procedural guidelines and to be flexible to meet and adapt to changes in organizational and project priorities.
- Demonstrated advanced skills in word processing, spreadsheet, planning and presentation software. Qualities including creativity and innovation; sound judgment; tact and diplomacy; ability to work effectively and collaboratively in a demanding and dynamic environment; sound negotiation, conflict management and consensus-building skills; excellent oral and written communications skills.
- Excellent written and verbal communications skills.

**What’s in it for you**

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too - offering health, wellnes

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