Part time

Part-Time (20+ hours per week) Contract Administrative Assistant

The Cortex Centre Administrative Assistance handles a range of complex, confidential administrative duties to support the smooth operation of Cortex Centre's assessment and counselling services. These duties include:

Ÿ manage appointments, handle correspondence, maintain records and assist with general office tasks

Ÿ ensure accurate and timely delivery of services

Ÿ work independently with minimal direction to balance priorities and workflow

Ÿ manage the flow of information, maintain the integrity and confidentiality of all information and professionally represent Cortex Centre utilizing strong communication abilities and the exchange of information

Ÿ process confidential and sensitive documents

Ÿ respond to verbal and written communication and liaise internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Expert for reply

Ÿ liaise with external organizations on behalf of the Director to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues

Ÿ effectively triage clients, telephone calls, and incoming correspondence by screening and prioritizing for immediate attention, distributing as appropriate, and taking and relaying messages

Ÿ other office duties as assigned depending on qualifications

Ÿ work from home option available

Ÿ part time position (average 20 hours per week); may be expanded to full time

Key Responsibilities:

• Appointment Scheduling: Managing client appointments, scheduling, and rescheduling as needed; maintain scheduling spreadsheet and report timelines
• Client Communication: Answering phone calls and emails, relaying messages, and communicating with clients and other professionals.
• Record Keeping: Maintaining accurate and confidential client records, medical records, and other relevant documentation; enter referral and patient information into spreadsheet; track progress of assessment and report timelines
• Financial Tasks: Assisting with handling invoices and billing
• Test Library: Maintain test library; order tests
• Administrative Assistance: to the Director
• Support for Experts: Assisting with report preparation, presentations, research, and other tasks as needed.

Qualifications

• A level of university education, training and experience equivalent to graduation from a recognized post-secondary program in a relevant field (health care related preferred)
• Experience with advanced word processing, spreadsheet, and database applications, and a minimum of two years of relevant administrative experience.

Salary Expectations

Ÿ This is a contract position for a self-employed person; wage range negotiable, starting at $25 per hour, depending on experience and specific responsibilities

Ÿ Estimated at an average of 20+ hours per week, Monday to Friday, flexible

Ÿ Option to work remotely or at the Cortex office

Knowledge, Skills and Abilities

• Excellent oral and written English communication skills
• High attention to detail
• Demonstrate ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
• Ability to organize, structure and prioritize work, work under time pressures to meet deadlines, handle interruptions and changing priorities. Ability to analyze and interpret guidelines.
• Ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
• Knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
• Ability to type 50 words per minute.

Job Type: Part-time

Pay: $25.00-$30.00 per hour

Expected hours: No less than 20 per week

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative: 2 years (preferred)

Language:

• Excellent English (preferred)

Work Location: Hybrid remote in Vancouver, BC