Program Assistant, Program/department Std

5 months ago

Vancouver, Canada PHSA Full time

**Program Assistant, Program/Department Std, Population Health Promotion**

BC Centre for Disease Control

Vancouver, BC

Better health through promotion, protection & prevention.

The BC Centre for Disease Control, a program of the Provincial Health Services Authority, provides provincial and national leadership in disease surveillance, detection, treatment, prevention, and consultation. We aspire to build vibrant communities in which all people achieve their best health and well-being, where they live, work, learn and play.

The Program Assistant reports to the director, operations, works closely with the manager, public health and serves as a vital linkage and communication source to keep the Population and Public Health Service Line 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 Population and Public Health Service Line.

**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 triages 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; processes timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
- Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluates 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 provides 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.

You will also have
- Ability to type 60 words per minute.
- 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.
- Demonstra

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