Program Assistant, Corrections Health Services Bc
3 months ago
**Program Assistant,**
**Corrections Health Services BC,**
**Coquitlam, BC**
**Job Summary**
The Program Assistant reports to a Director and serves as a vital linkage and communication source to keep the program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a program/department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents. The Program Assistant supports leadership in setting a positive, collaborative, efficient tone for the program/department.
**What you’ll do**
- Respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discuss inquiries for information with a variety of internal and external contacts in order to obtain and disclose information.
- Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
- Enter and collect data, and compile relevant statistical information and reports.
- Maintain a consistently updated and accurate meeting schedule for the program/department as required.
- Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents and meeting facilitation.
- Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements.
- Attend and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
- Authorize expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner.
- Complete purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
- Ensure appropriate supplies and support materials are available and equipment is in working order.
- Coordinate and standardizes the implementation of technology (new and existing) within the program.
- Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
- Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary.
- Provide assistance on projects by collecting data requiring the evaluation and determination of available sources.
- Actively participate in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
**What you bring**
Education, Training and Experience
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
Skills and Knowledge
- Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
- Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.
- Demonstrated interpersonal and time management skills.
- Demonstrated ability to record and transcribe minutes of meetings.
- Ability to type 60 words per minute.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
**What we bring**
- Every PHSA employee enables the best possible patient care for our patients and their families.
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