Administrative Assistant

BC Centre for Excellence in HIV / AIDS; Vancouver; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading healthcare organization seeks an Administrative Assistant for a temporary full-time position covering maternity leave. In this role, you will provide essential administrative support to the Senior Medical Director, facilitating effective communication and coordinating meetings while ensuring smooth management of the office. The ideal candidate will have significant experience in administrative tasks and a knowledge of healthcare delivery systems, particularly concerning HIV/AIDS.

Benefits

Extended health benefits

Medical and dental benefits

Vacation and sick leave

Qualifications

• 4 years of recent related experience including 2 years at a senior level.
• Familiarity with HIV-related healthcare delivery is an asset.

Responsibilities

• Respond to communications directed to the Senior Director’s office.
• Schedule meetings, prepare materials, and take minutes.
• Produce various documents including reports and memos.

Skills

Organizational skills

Communication

Problem-solving

Flexibility

Education

Grade 12 and graduation from a formal administrative program

Tools

Word processing software

Spreadsheet software

Presentation software

Job description

Please note : Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS : This is a temporary 1-year full-time position (covering a maternity leave)

HOURS OF WORK : 08 : 30 – 16 : 30, Monday to Friday

START DATE : August 15, 2024

SALARY : Commensurate with qualifications and experience.

BENEFITS : extended health, medical, dental, vacation, sick leave

ORGANIZATION : The BC-CfE is a world-renowned HIV / AIDS Centre with innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Drug Treatment, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers, Pharmacists, and Peers, and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

JOB : the Administrative Assistant provides confidential administrative support to the Senior Medical Director and associated programs, including screening and prioritizing incoming materials, scheduling meetings, maintaining calendars, producing various documents and keeping the Senior Director apprised of issues. This role also provides secretarial support to the Committee for Drug Evaluation and Therapies including keeping updated list of committee members, drafting agendas, keeping minutes, circulating documents and arranging for virtual and in person meetings.

JOB RESPONSIBILITIES :

• Respond to communications directed to the Senior Director’s office, clarifying stakeholder requests; ensure dissemination of information to stakeholders; screen prioritize, distribute and determine appropriate follow up for incoming materials.
• Schedule meetings, coordinating rooms and equipment, preparing and distributing materials, and taking minutes and keeping track of action items where required; arrange travel and accommodation as required.
• Maintain schedule for the Senior Director and other program stakeholders, determining urgency and nature of requests, resolving time conflicts, and notifying all relevant parties.
• Produce documents including reports, correspondence, presentation materials, spreadsheets, and memos; update various databases and web content; maintain program records.
• Prepare program employee’s time records, coordinating with staffing to ensure timely and accurate submission.
• Collaborate with peers to ensure administrative processes are followed and gaps are addressed.
• Performs other duties as required.

JOB QUALIFICATIONS :

A level of education, training and experience equivalent to Grade 12 and graduation from a formal administrative program plus four (4) years of recent related experience including two (2) years at a senior level. Familiarity with AIDS / HIV / HCV related issues and delivery of health care an asset.

Skills and Abilities

• Ability to work independently and resolve administrative issues / problems.
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
• Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond politely and diplomatically to both internal and external inquiries.
• Demonstrated interpersonal skills to provide effective administrative support at the senior management level.

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