Office Coordinator, Clinical Prevention Services
7 days ago
Job Summary
The Office Coordinator is responsible for the planning and coordination of administrative support activities of the TB clinic and their respective satellite clinics. This role oversees the daily operation and the delivery of administrative support services of the TB clinic and their respective satellite clinics.
Key Responsibilities
- Participate in the planning and coordination of administrative support activities of the program/s and/or multiple offices.
- Oversee the daily operation of the program/s and/or multiple office/s and the delivery of administrative support services.
- Supervise clerical staff; schedule/monitor work to ensure accurate/timely completion of tasks, provide guidance/advice and feedback in the performance of work, facilitate solutions to workplace conflicts/problems and implement process improvements.
- Develop and implement worksite policies, operating methods and procedures in response to organization needs; identify opportunities to streamline processes and procedures to ensure services are delivered in an efficient and cost-effective manner.
- Monitor and control expenses and determines resource requirements for the preparation of annual operating budget/s and/or planning for capital needs.
- Monitor maintenance of the facility and makes recommendations for the purchase, leases, replacement and disposal of office equipment/supplies.
- Execute project work such as facility renovations and repairs and support services contracts.
- Maintain accuracy and integrity of systems information and paper records related to TB, STI/BBI services/initiatives as required.
- Participate in the recruitment and selection of staff.
- Make necessary arrangements for new hires, terminations and/or transfers.
- Coordinate requests vacation, leave, staff schedules or casual pools.
- Perform a variety of tasks such as screens and prioritize incoming materials, arrange meetings and social events, type correspondence, files, complete forms, photocopy/fax information, answer phone, take/relay messages, greet visitors.
Requirements
- Grade 12, supplemented by a recognized diploma in Business Administration plus five (5) years of recent, related experience including two years supervisory experience or an equivalent combination of education, training, and experience.
- Ability to supervise.
- Ability to plan, organize and prioritize.
- Ability to work independently and in cooperation with others.
- Ability to communicate effectively, both verbally and in writing.
- Knowledge of general office procedures including business writing skills and experience completing financial transactions.
- Ability to evaluate and monitor administrative systems and procedures.
- Ability to type 50 wpm.
- Ability to operate related office equipment, including a computer/keyboarding skills and an ability to operate, at an intermediate level of proficiency, the Microsoft Office suites of products such as Outlook, MSWord, Excel and Powerpoint.
- Ability to analyze and resolve programs.
- Physical ability to carry out the duties of the position.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act.
- Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments.
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