Administrative Assistant, Accreditation Support (12 month contract)

College of Physicians and Surgeons of BC; Vancouver; On-site; CAD 49,000 - 62,000; Full time

Job summary

A healthcare regulatory organization in Vancouver seeks an Administrative Assistant for full-time support in the Diagnostic Accreditation Program. This role involves managing accreditation documents, assisting with meetings, and ensuring effective communication with the diagnostic community. Applicants should have strong organizational skills and proficiency in Microsoft Office applications. The annual salary ranges from $49,388 to $61,735.

Benefits

Diverse and inclusive workplace

Opportunities for professional development

Qualifications

• Three years of recent related experience in a professional office setting.
• Demonstrated ability to communicate effectively both verbally and in writing.
• Ability to work independently and make decisions.

Responsibilities

• Provide administrative support to managers.
• Assist with the development of standards and processes.
• Manage facility submissions and historical records.

Skills

Effective communication

Organization and prioritization

Microsoft Office proficiency

Teamwork

Confidentiality

Education

Grade 12 completion with secretarial training

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft Outlook

Microsoft PowerPoint

Job description

Administrative Assistant, Accreditation Support, Diagnostic Accreditation Program

Full-time, contract (12 months)

Position summary

Reporting to the manager, laboratory medicine, the administrative assistant is responsible for providing administrative support to the managers of the Diagnostic Accreditation Program (DAP), all DAP accreditation research and development officers, and the proficiency testing/quality control specialist.

Duties and responsibilities

Duties include but are not limited to the following:

DAP accreditation standards

• assist with sourcing of normative standards to facilitate standard development
• assist with the development of communication with the diagnostic community to support standard development
• format the DAP accreditation standards, protocols, and other accreditation forms and documents as requested

Advisory committees

• assist with the development of advisory committees
• assist with the scheduling of advisory committee meetings
• assist with travel arrangements for committee members
• prepare and distribute meeting materials and agendas using the DAP website
• assist with meetings by supporting the development and distribution of meeting minutes
• prepare meeting room and equipment
• make catering arrangements as required

Proficiency testing and quality control

• support the administration of the DAP proficiency testing (PT) and quality control (QC) programs, including managing facility submissions and historical records of PT and QC activities
• receive and redirect or respond to telephone inquiries from a variety of sources and bring forward supporting information or data as required
• ensure incoming communications from client organizations or other DAP community partners are provided to the appropriate staff member
• receive and store document submissions from client organizations
• assist with processing all correspondence and documentation regarding tracking and follow up

Policies and procedures

• provide assistance with identifying and obtaining applicable policies and procedures and reference manuals
• format the DAP policies, procedures, other accreditation forms, and documents as requested
• develop new processes and procedures as required

Electronic databases

• maintain and update the DAP systems as required
• respond to and resolve any queries in relation to the DAP systems
• prepare PDF versions of documents for uploading to the website
• update and format forms for both the website and internal use
• contribute to the ongoing improvement of the DAP database and other program-related IT initiatives

General

• provide relief assistance to other administrative assistants as appropriate and required
• coordinate and book meetings, focus groups, and workshops
• undertake any other administrative duties under the direction of the DAP managers
• participate in internal audits as required
• consolidate credit card statements when needed

Skills and qualifications

Required skills and qualifications include:

• completion of grade 12 supplemented by completion of a secretarial/administrative training program and additional course work in advanced word processing, spreadsheet, database, and scheduling applications
• three years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
• demonstrated 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
• demonstrated ability to organize and prioritize work, work under time pressure to meet deadlines, and handle interruptions and changing priorities
• demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries
• working knowledge of Microsoft Office applications including Word, Excel, Access, Outlook and PowerPoint
• ability to organize and multi-task, take direction from many, and work effectively in a team-based environment
• previous experience with dictation equipment is advantageous

The compensation for this position is based on an annual salary range of $49,388 to $61,735.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

The College of Physicians and Surgeons of BC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.