Program Administrative Assistant, Emergency

6 months ago

Vancouver, Canada Providence Healthcare Full time

**Salary**: The salary range for this position is CAD $24.76/Hr. - CAD $32.50/Hr. Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary:
**Advance Your Career at Providence Health Care**

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.

Reporting to the Program Director, the Program Administrative Assistant performs a variety of administrative functions to support the program and designated leaders (Program Directors, Operations Leaders and Site Leaders). Your duties will include:

- Providing support utilizing computerized word processing, database, spreadsheet and graphics software
- Producing confidential correspondence and other communications
- Inputing and organizing data, displaying results and preparing overheads
- Processesing and disseminating information, including medical-legal, labor relations, and disciplinary correspondence
- Working with other Program Administrative Assistants and Executive Assistants to ensure coverage in designated areas and assist with priority organizational projects.

Qualifications / Skills and Education:
**Education**
- High School Diploma
- Completion of a recognized secretarial or business program
- Three (3) to five (5) years recent related experience
- or equivalent combination of education, training and experience

**Skills and Abilities**
- Ability to keyboard at 60 WPM.
- Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Word, 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.
- 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 take and transcribe minutes of meetings.

Duties and Responsibilities:

- State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
- A competitive salary: $24.76-$32.50 CAD
- Inclusive culture: We respect the diversity, dignity and interdependence of all persons. 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**:

- Manage appointment calendars and time commitments for Program Leaders
- Develop, organize, and maintain the day-to-day operations of the Program Directors' office:

- Screen, triage, and respond to office requests and inquiries
- Develop and maintain filing systems that are both electronic and physical
- Schedule and prioritize meetings, prepare and distribute agendas, book meeting rooms, arrange catering, and any media services required
- Record minutes, ensure that all handout materials and other supplies are available, take follow up action as designated; set up equipment as required and finalizes minutes
- Maintain on-call rosters, distribute general notices, and forwards public inquiries to appropriate department and individuals.
- Assess and orders office supply as required.
- Process all cheque requests and invoices for both Leader and program expenditures.
- Process all sessional and MSP billing for designated physicians.
- Support program specific project teams and creates statistical reports and/or supporting documents.
- Assist 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.
- Assist the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.
- Liaise with Foundations to ensure funds are appropriately received and accessed, as requested.
- Perform other related duties as assigned.

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