Program Assistant, Population Health Promotion

6 months ago

Vancouver, Canada PHSA Full time

**Program Assistant, Population Health Promotion**
BC Centre for Disease Control

Vancouver, BC

The Program Assistant reports to Medical Director and Physician Lead(s) serving as a vital linkage and communication source to keep BCCDC's program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for the Harm Reduction and Substance Use Services and Population and Public Health Teams, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services.

**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.
- 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 act 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 utilize 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 ensure 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 standardize 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 advises management as necessary. Provide assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participate in team meetings and provide input to new policies, processes, quality improvement activities, and the development of strategies.

**What you bring**

**Qualifications**:

- 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.
- 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.**
- Awareness of and commitment to learning and understanding the Truth & Reconciliation Commission’s 94 Calls to Action (2015), In Plain Sight Report (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), and other related reports.
- 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. 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, wellness, development programs to support you - at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional dev

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