Administrative Coordinator

2 weeks ago

Burnaby, British Columbia, Canada Fraser Health Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Assistant to join our team at Fraser Health. The successful candidate will provide confidential administrative and secretarial support to a designated Director within the Facilities Management & Operations portfolio.

Key Responsibilities
  • Provide administrative support that respects the confidentiality and sensitivity of the work, ensuring that administrative matters are organized and dealt with in a professional manner.
  • Facilitate effective triaging of correspondence by determining the appropriate action and timely follow-up.
  • Coordinate and schedule meetings, ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information, supporting materials, and preparation of packages/summary documents to assist in decision-making and meeting facilitation.
  • Maintain an updated and accurate appointment schedule for the assigned Director and others as required, determining the urgency and nature of requests, resolving time and scheduling conflicts, and notifying all relevant parties of any changes/revisions.
  • Produce reports, correspondence, presentation materials, spreadsheets, and memos using various software applications, maintaining and updating various computer databases and web pages.
  • Represent the interests of the applicable Director/department in administrative matters by utilizing strong communication abilities and possessing an understanding of stakeholder needs.
  • Ensure appropriate dissemination of information about organizational and/or program/service procedures, processes, and the status of issues to internal and external stakeholders in an efficient manner.
  • Assist in budget development by ensuring information is current and accurately compiled, monitoring expenditures, and ensuring invoices are authorized to predetermined amounts.
  • Analyze and report variances for the program/department by gathering, compiling, and calculating information, following up with the assigned Director as required.
  • Maintain/process items such as timekeeping records and vacation entitlements for the department and respond to related queries.
  • Compile and collate analytical information/data to assist in trending, comparing, and benchmarking activities, providing functioning administrative tools, systems, and services in a systematic and organized manner.
  • Maintain inventory of stationery and supplies for the department.
Qualifications
  • Grade 12 plus graduation from a recognized administrative assistant/secretarial post-secondary program.
  • Three years' senior administrative support experience in a large complex healthcare environment, or an equivalent combination of education, training, and experience.
Competencies
  • Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring, and Courageous and creates the conditions for people to succeed.
  • Professional/Technical Capabilities:
    • Ability to type 55 w.p.m.
    • Proficiency with all Microsoft Office applications at an intermediate level.
    • Ability to work independently and manage multiple and rapidly changing priorities.
    • Ability to deal effectively with others.
    • Ability to operate related equipment.

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