Administrative Assistant

THE POSITION

The Division Administrative Assistant role is a pivotal position responsible for independently managing and excelling in various administrative tasks. Key responsibilities include preparing meeting materials, recording notes, arranging meeting logistics, and supporting operational systems. Strong communication, organizational skills, and cultural awareness are essential for success in this role. Effective teamwork and communication will be essential in engaging with team members, seeking advice when needed, and building collaborative relationships with stakeholders, partners, and the community. The Administrative Assistant is supported by the Division's Executive Director and is a critical member of our effective, dynamic and passionate team.

BACKGROUND

The qathet Division of Family Practice (qDoFP) is a hub of local healthcare collaboration and part of a province-wide initiative designed to strengthen primary health care in BC. Operating as a non-profit society, the qDoFP aims to increase primary health care capacity and to improve patient and population outcomes by developing and implementing programs and services that will positively impact family doctors and their patients. The role is undertaken in the spirit of the qDoFP, namely collaboration, continuous improvement, accountability, and equity. The qDoFP operates on the traditional and treaty land of the Tla'amin people.

ROLES & RESPONSIBILITIES
- Provide comprehensive administrative support to the Division team, committees, and working groups.
- Respond to requests for information or refer requests to relevant team members.
- Format and edit correspondence, reports, briefing notes, presentations, and a variety of other documents. May also be asked to research and compose documents listed above.
- Manage member calendar of events.
- Serve as the main point of contact for members and partners.
- Manage master membership list and UpToDate registration.
- Act as administrator for web-based accounts (M365, SageHR, etc.).
- Assist the Operations Lead with administrative tasks, i.e., bank deposits, mail pick-up, cards purchase, etc.
- Coordinate and manage meeting and event logistics, including scheduling, catering arrangements, equipment requirements, and registration for both in-person and virtual meetings (Teams).
- Assist in preparing meeting materials, including reports, presentations, and agendas.
- Record detailed meeting notes and promptly prepare summaries, encompassing action items, decision logs, parking lot items, and participant satisfaction.
- Support the collection, input, processing, and analysis of data and information to aid in the development and evaluation of Division initiatives.
- Assist in managing Division invoices and financial reporting processes.
- Manage membership onboarding and offboarding processes to ensure compliance with bylaws and policies.
- Coordinate travel arrangements for team members, including booking flights, accommodations, and transportation, in accordance with organizational policies and budget constraints.
- Actively participate in regular Division team meetings and engage in learning sessions on job-specific topics.
- Promote a culturally safe work environment and engage in ongoing learning opportunities related to reconciliation.
- Maintain positive relations with stakeholders, partners, other professionals, and the community.
- Exercise discretion and confidentiality in handling sensitive information.
- Manage information collection, storage, and usage in compliance with the Personal Information Privacy Act (PIPA).
- Provide cross coverage with Primary Care Network (PCN) Administrative Assistant.
- Perform any other related duties as required.

EDUCATION & EXPERIENCE
- High school diploma or equivalent (college level preferred).
- Minimum 5 years' relevant experience with proven ability to work independently.
- Any equivalent combination of education and experience.

CORE COMPETENCIES
- **Self-Management** - independently manages and is accountable for this role's workload, time, resources, and deliverables.
- ** Teamwork** **-** effectively communicates and engages with team members; seeks direction and advice when needed; builds and maintains collaborative relationships to work together as a team; respects others and shows alignment toward a common goal.
- ** Stakeholder Focus** - creates positive relationships with members and partners (community, patients, Vancouver Coastal Health [VCH], etc.); seeks to understand diverse expectations and needs; employs and promotes cultural safety and humility; facilitates solutions that considers members and partner's imperatives.
- ** Adaptability** - adapts and responds constructively to new situations, changing environments and shifting priorities; shows resilience in the face of constraints, frustration, or adversity; is not knocked off balance by the unexpected.
- ** Decision Making** - assesses situations for importance, urgency, and risks; appli