Program Administrative Assistant

2 months ago

Vancouver, Canada Providence Healthcare Full time

**Salary**: The salary range for this position is CAD $24.76/Hr. - CAD $32.50/Hr.
Summary:
**Brock Fahrni** is one of the Assisted Living Care Homes for seniors at Providence Health Care, which operates six Long-term Care Homes. We provide 24-hour nursing care and a broad range of medical and personal assistance to support social, leisure needs, and activities of daily living. Our facility is home to 130 residents.

**Come work with us** At PHC long-term care facilities, we attract compassionate individuals dedicated to transforming seniors' care. We offer a supportive environment that fosters teamwork, career growth, and development. Guided by our Home for Us model, we prioritize emotional connections, empower resident autonomy, and foster a genuine sense of home.

Reporting to the Program Director, and/or Site Leader, and/or under the work direction of Physician Program Director, The Program Administrative Assistant performs a variety of administrative functions in support of the program and/or designated Program Directors, Operations Leaders and/or Site Leader.
- Provides Program administrative support utilizing computerized word processing, database, spreadsheet and graphics software to produce confidential correspondence and other communications, to input and organize data, display results and prepare overheads.
- Processes and disseminates information including medical-legal, labor relations, and disciplinary correspondence. Works with other Program Administrative Assistants and Executive Assistants to ensure coverage in designated areas and to assist with priority organizational projects.

What You Bring:

- **Education**: High school diploma.
- ** Program Completion**: Completion of a recognized secretarial or business program.
- ** Experience**: Three (3) to five (5) years of recent related experience, or an equivalent combination of education, training, and experience.

**Skills and Abilities**

Ability to handle multiple complex and competing priorities.
Effective interpersonal skills and ability to maintain harmonious working relationships with others.
Ability to communicate effectively both verbally and in writing.
Ability to set priorities and meet deadlines.
Ability to work with mínimal supervision.
Ability to keyboard at 60 WPM.
Ability to take and transcribe minutes of meetings.
Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel, Access, PowerPoint, Outlook), related databases and the Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
Working knowledge of basic bookkeeping/accounting procedures and concepts.

What We Offer:
**A competitive salary**: The salary range for this position is $24.76 to $32.50 per hour, depending on experience.

**Growth opportunities**: We welcome individuals at all stages of their careers, offering opportunities for professional development and growth.

**Inclusive culture**: We respect the diversity, dignity, and interdependence of all individuals. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents

**Your Day to Day**:

- Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, presentation materials for Program meetings and seminars, brochures/newsletters; develops and maintains spreadsheets and databases to record, analyze and display data. Utilizes business diagram software to prepare program work diagrams, flow charts, project plans and organizational charts.
Maintains on-call rosters, distributing general notices and forwards public inquiries/concerns to appropriate department and individuals.
- Schedules and prioritizes meeting rooms and arranges catering and any media services required, records minutes, ensures that all handout materials and other supplies are available; takes follow up action as designated. Sets up equipment as required and finalizes minutes.
- Develops and maintains filing systems for the Program, including compiling, collating, calculating and preparation of information for reports, briefs and projects, both in hard copy and electronically to ensure access and timely retrieval of information.
- Assesses material and office supply needs and orders as required.
Processes all cheque requests and invoices for both Leader and program expenditures. Processes all sessional and MSP billing for designated physicians.
- Supports program specific project teams and creates statistical reports and/or supporting documents.
Assists with the capital equipment and planning processes in the Program, including gathering capital requests and providing support to the Operations Leaders in preparing their requisitions.
- Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.
Liaises with Foundations to ensure funds are appropriately

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