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Administrative Assistant, Program Services

2 months ago


Vancouver, British Columbia, Canada PHSA Full time

Program Assistant, Program/Department Std

Provincial Laboratory Medicine Services

Are you prepared to contribute positively? The Public Laboratory Medicine Services (PLMS) operates as a unified laboratory network dedicated to promoting equity and access while ensuring patient safety through high-quality, well-coordinated laboratory services.

Our mission is to foster thriving communities where individuals can attain optimal health and well-being in their everyday environments.

PLMS functions as a provincial integrator and a solutions-oriented organization that collaborates with health entities and governmental bodies to enhance patient care. We are committed to leading a cooperative initiative aimed at realizing a unified system for clinical laboratory and pathology service delivery, emphasizing equity, quality, innovation, and adaptability.

Key Responsibilities

Manage verbal and written communications, liaising with internal and external stakeholders to address inquiries, disseminate information, clarify details, and ensure follow-up on urgent matters. Engage with various contacts to gather and share information effectively. Prioritize and triage visitors, phone calls, correspondence, and incoming materials, ensuring timely attention and appropriate distribution. Create and revise a variety of documents, including reports, correspondence, presentation materials, spreadsheets, and website content, ensuring accuracy and timeliness, particularly for sensitive information. Employ various software applications to maintain professional standards and ensure the end product is well-formatted and relevant. Collect and analyze data, compiling necessary statistical information and reports. Maintain an accurate and updated meeting schedule for the program/department as needed. Organize meetings with clear agendas, notify interested parties, compile background information, and prepare necessary documentation. Coordinate logistical arrangements for meetings, including catering, travel, and accommodations. Attend confidential meetings, record minutes, and follow up on action items as required. Process expense reimbursements and invoices within set limits, utilizing an expenditure tracking system to ensure timely and accurate processing. Complete purchase requisitions and manage online purchasing, ensuring proper authorization for payments. Ensure availability of necessary supplies and functioning equipment. Oversee the implementation of technology within the program. Complete and submit electronic forms for designated leaders; manage timekeeping for assigned staff; and coordinate with Finance, Payroll, and Human Resources as needed. Initiate follow-up processes with staff and others. Address day-to-day issues, evaluate operational procedures, and provide management with necessary insights. Assist with projects by gathering data and evaluating available resources. Actively participate in team meetings, contributing to new policies, processes, quality improvement initiatives, and strategic development.

Qualifications

A level of education, training, and experience equivalent to Grade 12, completion of a formal secretarial program, and three (3) years of recent relevant experience.

Skills & Knowledge

Proven ability to work independently and collaboratively, resolve administrative challenges, prioritize tasks, and adapt to changing organizational priorities. Proficient in Microsoft Office applications, including word processing, spreadsheets, and presentation software at an intermediate level. Strong organizational skills with the ability to manage workload effectively and meet deadlines under pressure. Excellent verbal and written communication skills, with the ability to respond professionally and courteously. Strong interpersonal and time management abilities. Competence in recording and transcribing meeting minutes. Typing speed of 60 words per minute. Commitment to fostering meaningful reconciliation in Canada, in line with TRC and BC's Declaration on the Rights of Indigenous Peoples Act. Knowledge of the social, economic, political, and historical contexts affecting Indigenous Peoples, along with familiarity with addressing Indigenous-specific anti-racism and cultural safety initiatives.

What We Offer

Every employee at PHSA plays a crucial role in delivering optimal patient care. Whether through direct care, research, or supporting others, your contributions impact the lives of individuals across the province.

Join one of BC's largest employers, with extensive opportunities for growth, development, and recognition programs that honor employee contributions. Access to professional development through in-house training programs, including over 2,000 courses. Comprehensive benefits package, including a municipal pension plan and wellness resources. Generous vacation entitlement and annual statutory holidays. Flexible work options to support employee well-being. Access to a premium discount program offering various local and national discounts.

About Us

PLMS provides laboratory testing across multiple sites, including acute care and specialty laboratories.

As part of the Provincial Health Services Authority (PHSA), we plan, manage, and evaluate specialized health services to ensure equitable and cost-effective healthcare for all.

PHSA is dedicated to equity in hiring and employment practices, striving to create a diverse workforce and an inclusive environment. We encourage applications from individuals belonging to historically marginalized groups.

One of our primary goals is to eliminate Indigenous-specific racism and dismantle barriers to healthcare employment. We welcome Indigenous individuals to apply and seek support from our Indigenous Recruitment Team.

Our initiatives align with an Indigenous rights-based approach, recognizing the rights and self-determination of Indigenous communities, and upholding our legislative obligations.