Reception/administrative Assistant

The Nanaimo Division of Family Practice (the Division) respectfully acknowledge we work on the traditional territory of the Snuneymuxw Nation. We are committed to cultivating a culturally safe work environment that reflects our Team’s core values and promotes diversity and inclusion.

The Division is a non-profit, member-based organization celebrating over a decade of successfully supporting family practice and hospital-based physicians, nurse practitioners, and family medicine residents in the Nanaimo, Lantzville & Gabriola Island areas. We are funded by the Family Practice Services Committee, one of four joint collaborative committees that represent a partnership of the Government of BC and Doctors of BC.

Our vision, _a healthy Nanaimo through empowering and supporting our primary care community, _is a key driving force for our team. In collaboration with community partners, stakeholders, and members, we support a variety of initiatives including, but not limited to, Primary Care Networks (PCN), Physician Recruitment and Retention, Long-Term Care, Pediatrics and Physician Education & Events.

**Team Member Opening**:
Job Title: Administrative Assistant

Status: Part-time opportunity

Hours: 22.5-30 hrs. or 3-4 days per week

Pay Rate: $21 - $23/hour

Closing Date: Open until filled

Application Requirements: Cover letter & resume

**Key Responsibilities**

a. Contribute as needed with general office duties, including answering telephones, greeting the public, running errands, light housekeeping, and other duties as requested.

b. Attend committee meetings and Division events as needed, some of which may be held outside of regular office hours including early mornings, evenings, and weekends.

c. Program/Project meeting planning: booking venues, organizing/setting up A/V equipment, creating event posters utilizing graphic design programs, sending invites using campaign platforms, managing registrations/attendee lists, fulfilling catering requirements, and liaising with venue contacts to ensure smooth delivery of successful meetings and events.

d. Schedule meetings as required. This includes creating/delivering polls to meeting attendees, sending Outlook invites, booking venues/catering, and/or organizing/setting up A/V equipment.

e. Record meetings, transcribe and distribute minutes on time, maintain accurate/organized records, follow up on decisions made, and ensure required actions are initiated.

f. Assist with preparing presentations, correspondence, maintain contact lists, and update electronic tracking systems.

g. Provide administrative support for the Division's operating budget for the Project and Program initiatives, including but not limited to, preparing internal invoices, updating spreadsheets, tracking accounts receivable and accounts payable.

h. Create surveys using online apps to obtain feedback to facilitate the evaluation of the program.

i. Post updates to the Division website regarding program initiatives.

j. Book travel and accommodation if needed.

k. Other duties as required.

**Qualifications & Work Experience**

a. Post-Graduate education in administration, marketing, event management or equivalent is considered a preferred asset.

b. 1 - 3+ years of recent experience in business or office administration or office. Applicants who have demonstrated a combination of relevant education, training, and experience will be considered.

d. Previous experience of working in healthcare, and/or non-profit organizations are considered strong assets.

e. Social media content creation and management experience is considered a strong asset.

f. A valid Class 5 driver’s license, and access to a car is mandatory.

**Essential Skills & Attributes**

a. Comfort in speaking with professionals, preferably in a healthcare setting, through networking, one-on-one meetings, or larger events.

b. Polished communication skills including verbal, written and digital.

c. Able to work unsupervised, take initiative, and produce high-quality work while meeting tight deadlines and collaborating with Division team members as needed.

d. Detail-oriented and eager to learn.

**Job Type**: Part-time
Part-time hours: 22.5-30 per week

**Salary**: $21.00-$23.00 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Nanaimo, BC V9S 1H8: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Work Location: In person