Program Assistant

6 months ago

Vancouver, Canada Prostate Centre Supportive Care Full time

**Title**: Program Assistant

**VPC Salary range**: $48,487.28 - $63,657.90.

**Reports to**: Provincial Program Manager, Prostate Cancer Supportive Care (PCSC) Program

**Position Summary**

Provides programmatic and administrative support to both the PCSC Program Coordinator, Administrative Assistant, and a broad scope of support to the PCSC Program multidisciplinary team.

**Typical Responsibilities**
- Assists the Program Coordinator with registering patients into the PCSC Program.
- Assists in the planning and organization of the annual Pacific Northwest Prostate Cancer Conference and medical education conferences.
- Coordinates patient appointments (clinic, education session, or workshop) including scheduling, confirming, follow-up, rescheduling.
- Provides patients with any questionnaires or other forms to complete before and after their appointment.
- Assists with the coordination of required patient tests, prescription refills, lab requisitions, insurance forms and letters.
- Ensures patient e-charts are up-to-date prior to clinic appointments: compiling relevant medical information from the EMR and forms for clinician use.
- Ensures clinic rooms are booked and stocked with necessary supplies in advance of clinic, and order more if needed.
- Performs data entry, word processing, transcription, photocopying, and filing of clinical/administrative correspondence.
- Coordinates room bookings for all education sessions and staff meetings.
- Enters information into the clinic electronic medical record (EMR) system.
- Assist with maintaining and improving clinic processes; including creating electronic templates in EMR and scanning documents into the EMR.
- Provides support to healthcare professionals presenting education sessions by helping with the setup, conduct, and closedown of each session.
- Attends and takes minutes at team meetings when needed and communicates with the team to keep them informed of tasks underway or completed.
- Handles room/teleconference/video conference bookings and maintains records of bookings made.
- Handles interpreter requests for patient appointments.
- Handles mail distribution (incoming and outgoing).

**Decision Making/Level of Accountability/Extent of Authority**

Critical. Must be able to assess situations/issues that arise and make effective decisions quickly, and independently while also recognizing when it is appropriate to escalate issues to attention of Program Manager or healthcare professionals.

**Supervision Received**

Reports to the Provincial Program Manager. It is expected that the incumbent is capable of managing their tasks independently, under the guidance of the Provincial Program Manager and the PCSC team.

**Supervision Given**

None.

**Minimum Qualifications**
- Graduation from a recognized administrative assistant/secretarial post-secondary program. Undergraduate degree from a recognized university preferable
- Three (3) years of administrative support experience or an equivalent combination of education, training and experience.
- Must have expertise using Microsoft Office software.

**Knowledge & Abilities**
- Knowledge of general office procedures, knowledge of medical terminology is preferred
- Applies excellent time management skills to prioritize, multi-task, meet deadlines, perform work in an organized and efficient manner contributing to organizational success.
- Demonstrated expertise with a broad scope of administrative tasks including filing, photocopying, ordering office supplies, reception duties and scheduling appointments.
- Solid communication skills, both written and verbal. Capable of handling difficult situations effectively and interacting with broad scope of contacts.
- Ability to take and transcribe minutes, or other dictated materials. Ability to maintain accuracy and attention to detail.
- Ability to exercise confidentiality, tact and discretion when interacting with patients.
- Demonstrated ability to work effectively both independently and within a team.
- Ability to work outside of regular hours when needed
- Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
- Liaises in a professional and courteous manner with managers/directors, staff and the public to gather and disseminate information.
- Physical ability to perform the duties of the position.

**Application Procedures**
- Cover letter
- Current CV

**NOTE**:No telephone calls or drop-in inquiries accepted. Only those under consideration will be contacted.

Pay: $48,487.28-$63,657.90 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

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