Department Admin

3 weeks ago

Vancouver, Canada PHSA Full time

**Department Admin**

Communications

Vancouver, BC

The PHSA Communications & Engagement department is seeking two hard-working, fun-loving and curious Program Assistants to serve alongside our Directors and work as a team with the Executive Assistant, who reports to the VP of Communications & Engagement. With the Communications team supporting virtually every program and service across PHSA, this is an opportunity to learn a little about almost everything we do. The department and directors have a reputation for approaching each day with compassion, curiosity and strategic intent to produce compelling communication materials for internal and external audiences. You’ll be serving with the team at the heart of town halls, social media, media pitches, websites, newsletters and so much more. We need a proactive, high energy Program Assistant who can help to keep the Directors on track and the whole department functioning

This position is accountable for providing confidential administrative and secretarial support for the department, following administrative policies and procedures and organizing 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 inquiries 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**
- Responds 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. Discusses 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 the Communications inbox for immediate attention, distributing as appropriate, taking and relaying messages.
- Maintains a consistently updated and accurate meeting schedule for the program/department as required. Coordinates 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. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
- Authorizes 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. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. Ensures appropriate supplies and support materials are available and equipment is in working order. Coordinates and standardizes the implementation of technology (new and existing) within the program.
- Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
- Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participates 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.

Skills & Knowledge
- 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 oth

  • HR and Admin Coordinator

    4 weeks ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8) Job Title HR and Admin Coordinator Department Operations | Michael Smith Laboratories | Faculty of Science Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 15, 2024 Note: Applications will be accepted until 11:59 PM on the...

  • Office Admin

    2 months ago

    Vancouver, Canada 88 Supermarket Ltd. Full time

    Office Admin FULL TIME - VICTORIA DRIVE Job Descriptions - Manage and maintain the office supplies and track the inventories of the store - Check invoices, label and update the price of the products - Receive the income emails, phone calls and distribute back to respective departments - Make sure to have smooth day to day operations with the...

  • Office Admin

    5 days ago

    Vancouver, British Columbia, Canada 88 Supermarket Ltd. Full time

    Job description Responsibilities Manage and maintain the office supplies and track the inventories of the store - Check invoices, label and update the price of the products - Receive the income emails, phone calls and distribute back to respective departments - Make sure to have smooth day to day operations with the respective tasks - Maintain...

  • Research Assistant

    1 week ago

    Vancouver, Canada PHSA Full time

    **Research Assistant - Admin, Department of Anesthesia** BC Women’s Hospital Vancouver, BC In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and...

  • Research Assistant

    2 weeks ago

    Vancouver, Canada B.C. Women's Hospital & Health Centre Full time

    **Research Assistant - Admin, Department of Anesthesia** - BC Women’s Hospital - Vancouver, BC - In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and...

  • HR Admin Assistant

    2 months ago

    Vancouver, Canada FreshPoint Vancouver Full time

    **HR ADMIN ASSISTANT** Reporting to the HRBP, the **HR Admin Assistant** will be responsible for assisting in the execution of HR processes and provide general administrative support to the HR team primarily in recruitment, employee onboarding and more. This role will be required 100% on-site. **Responsibilities**: - Provide day-to-day administrative...

  • Program and Admin Coordinator

    5 days ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleProgram and Admin CoordinatorDepartmentStudent Support and Administration | Go Global: International Learning ProgramsCompensation Range$4, $4,953.00 CAD MonthlyPosting End DateJune 30, 2023Note: Applications will be accepted until 11:59 PM on the day prior to...

  • Admin Officer

    4 weeks ago

    North Vancouver, Canada Squamish Nation Full time

    **PERMANENT FULL-TIME **POSITION IN NORTH VANCOUVER** **CLOSES: Open Until Filled** - ** Great opportunity to join the Squamish Nations community**: - ** Take your career to new heights with a dynamic and progressive First Nations government** **Who We Are**: Squamish Nation consists of 23 villages and is comprised of descendants of the Coast Salish...

  • HR and Admin Coordinator

    3 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleHR and Admin CoordinatorDepartmentOperations | Michael Smith Laboratories | Faculty of ScienceCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJune 15, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt UBC, we...

  • HR and Admin Coordinator

    4 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleHR and Admin CoordinatorDepartmentOperations | Michael Smith Laboratories | Faculty of ScienceCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJune 15, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt UBC, we...

  • Admin Supervisor

    2 months ago

    Vancouver, Canada Pacific Quorum Properties Inc. Full time

    **Do you enjoy leading and mentoring a team? Does it excite you to make a positive impact on a Company's culture and operations?** Pacific Quorum Properties, BC's largest locally-owned and operated property management company, and is looking to add an experienced Admin Supervisor to lead and mentor our Administrative Team at our Vancouver head...

  • receptionist/admin assistant

    3 weeks ago

    Vancouver, British Columbia, Canada Recruiting in Motion Full time

    Recruiting in Motion is a successful and dynamic professional employment agency that has become deeply integrated into Metro Vancouver's business sector as the go-to agency for the recruitment and placement of outstanding employees. BC-owned and operated, we ensure all our candidates - temporary, contract, permanent or executive - are provided with exciting...

  • receptionist/admin assistant

    2 months ago

    Vancouver, British Columbia, Canada Recruiting in Motion Full time

    Recruiting in Motion is a successful and dynamic professional employment agency that has become deeply integrated into Metro Vancouver's business sector as the go-to agency for the recruitment and placement of outstanding employees. BC-owned and operated, we ensure all our candidates - temporary, contract, permanent or executive - are provided with exciting...

  • Loan Admin

    2 months ago

    Vancouver, Canada CTBC Bank Corp. (Canada) Full time

    CTBC Bank Corp. (Canada) is a subsidiary of CTBC Holding Company Ltd. and is the largest publicly-listed bank headquartered in Taiwan. As part of a global banking network with industry leading reputation in the Asia Pacific, we continue to place our clients in the forefront of our services. We are all about our clients, our business, and our people. As an...

  • HR Admin Clerk 3

    5 days ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5) Job Title HR Admin Clerk 3 Department Administrative Support | Animal Care Services Compensation Range $4,314.00 - $4,532.00 CAD Monthly Posting End Date May 2, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End...

  • HR Admin Assistant

    5 days ago

    Vancouver, British Columbia, Canada FreshPoint Vancouver Full time

    HR ADMIN ASSISTANTReporting to the HRBP, the HR Admin Assistant will be responsible for assisting in the execution of HR processes and provide general administrative support to the HR team primarily in recruitment, employee onboarding and more. This role will be required 100% on-site.Responsibilities: Provide daytoday administrative support to the HR...

  • Admin Support 1-5

    5 days ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Hourly - HR Admin Clerk 1 (Gr1)Job TitleAdmin Support 1-5 (Temp)DepartmentHiring Solutions Temporary Staff | Hiring Solutions | Central Human ResourcesCompensation RangePosting End DateDecember 31, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job...

  • Jurisdiction Program Admin Support

    2 months ago

    North Vancouver, Canada Squamish Nation Full time

    **CLOSES: Open Until Filled** - ** Great opportunity to join the Squamish Nations community**: - ** Take your career to new heights with a dynamic and progressive First Nations government** **Who We Are**: Squamish Nation consists of 23 villages and is comprised of descendants of the Coast Salish Aboriginal people who live in the present-day Greater...

  • Student Finance

    2 months ago

    Vancouver, Canada Vancouver Film School Full time

    **About us** There is no such thing as an ordinary day when you work at Vancouver Film School. It’s a creative and fast-paced environment where you’re part of recruiting and educating the next generation of actors, filmmakers, video game developers and creative thinkers. Our unique culture is all about celebrating the pure passion and unwavering...

  • Office Admin

    3 weeks ago

    Vancouver, Canada 88 Supermarket Ltd. Full time

    Job description Responsibilities - Manage and maintain the office supplies and track the inventories of the store - Check invoices, label and update the price of the products - Receive the income emails, phone calls and distribute back to respective departments - Make sure to have smooth day to day operations with the respective tasks - Maintain...