Administrative Assistant II & Medical Affairs

Interior Health; Kelowna; On-site; CAD 57,000 - 76,000; Full time

Job summary

A regional healthcare provider in Kelowna seeks a permanent full-time Administrative Assistant II to support the Medical Affairs team. Candidates should have a diploma from a recognized secretarial program and at least five years of relevant experience. This role requires strong communication and organizational skills, with the ability to work independently in a fast-paced environment. The package includes a competitive salary, employer paid training, and a contribution to the Municipal Pension Plan.

Benefits

Competitive salary

Career Growth

Employer paid training/education

Employer paid vacation

Employer paid insurance premiums

Extended Health & Dental coverage

Contribution to Municipal Pension Plan

Balanced lifestyle

Qualifications

• Diploma and graduation from a recognized secretarial program.
• Five years of recent, related experience with computer software.
• Ability to communicate effectively both verbally and in writing.

Responsibilities

• Provide complex administrative support to the Medical Affairs team.
• Coordinate communication between multiple departments.
• Draft confidential correspondence and maintain accurate records.

Skills

Effective communication

Organization skills

Typing 50 wpm

Ability to work independently

Education

Diploma from a recognized secretarial program

Five years of recent related experience

Tools

SharePoint

Microsoft Office Suite

Job description

Position Summary

Interior Health is looking for an experienced, highly efficient and self-directed permanent full time Administrative Assistant II to support the Medical Affairs team. The location of this position is flexible within the Interior Health region.

Who are we looking for?

We seek a detail-oriented, knowledgeable, and skilled candidate who takes pride in their career and can make a significant impact in our fast-paced environment. This hands-on role involves working within an innovative culture focused on transformational change in the healthcare system. The successful candidate will have a proven track record of collaborating with diverse internal and external partners, including executives, directors, managers, and staff. The successful candidate will coordinate operations, facilitate communication between multiple departments, maintain standard work to support program initiatives and ensure smooth flow and program success. Experience with SharePoint, document management would be considered an asset.

What we offer

• Competitive salary and an attractive remuneration package
• Career Growth
• Employer paid training/education
• Employer paid vacation (per collective agreement)
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Contribution to Municipal Pension Plan
• Balanced lifestyle

Salary Range: Salary range for the position is $57,347 to $75,268. Interior Health establishes salaries within the minimum and maximum of the salary range based on consideration of the qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

What will you work on?

The Administrative Assistant II works in a team environment to provide confidential complex administrative support functions. The Administrative Assistant II serves as a vital linkage and communication source to keep the department informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; designing and creating routine & non-routine correspondence, responding to a variety of sensitive internal and external inquiries, generating complex and detailed reports and presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintaining the integrity and confidentiality of all information which flows through, and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs in setting a positive, collaborative, efficient tone for the department.

Some Other Typical Duties and Responsibilities

• Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence.
• Initiates follow-up processes with staff and others.
• Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary.
• Drafts confidential correspondence, reports and a variety of project-related materials such as memorandums, letters, presentations and project charters as requested.
• Prepares spreadsheets, graphs, flow charts, and statistics as required. Checks all documents for accuracy and completeness.
• Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
• Attends and acts as a recorder for confidential meetings such as management meetings. Transcribes minutes and distributes accordingly.
• Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health

We offer a work environment conducive to growth and development of strong clinical skills and a work environment that supports and promotes psychological health & safety for all. We offer the opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire. Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!

“Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).”

Qualifications

Education, Training, and Experience:

• Diploma and graduation from a recognized secretarial program.
• Five years of recent, related experience including experience working with various computer software programs.
• Or an equivalent combination of education, training, and experience.

Skills and Abilities:

• Ability to communicate effectively, both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize workload and set priorities.
• Ability to work without supervision.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Knowledge of applicable computer hardware and software programs and ability to perform web-based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.