Administrative Assistant II | Nursing Administration

Interior Health; Kelowna; On-site; CAD 58,000 - 77,000; Full time

Benefits offered by this job

Competitive salary

Career growth

Employer paid training/education

Employer paid vacation (per collective

Employer paid insurance premiums

Extended Health & Dental coverage

Municipal Pension Plan

Balanced lifestyle

Job summary

Interior Health is seeking an experienced Administrative Assistant II to support the Executive Director, Clinical Operations at Kelowna General Hospital in Kelowna, BC. This permanent full-time role requires discretion, strong organizational skills, and the ability to manage multiple tasks in a fast-paced healthcare setting.

You will coordinate workflows, draft confidential correspondence, prepare reports and presentations, and liaise with executives, managers, and staff to ensure smooth program

Qualifications

• Diploma from a recognized secretarial program.
• Five years of related experience with computer software and office systems.
• Ability to communicate clearly, manage priorities, and handle confidential information.

Responsibilities

• Coordinate and organize workflow; set priorities for the department.
• Draft confidential correspondence and routine reports for management.
• Prepare spreadsheets, charts, and presentations for management approvals.
• Coordinate meetings and events, take minutes, and distribute as required.

Skills

Communication skills

Prioritization

Time management

Typing 50 wpm

Confidentiality

Interpersonal skills

Web research

Independent work

Education

Secretarial diploma

5 years related experience

Tools

MS Office

Job description

Position Summary

Interior Health (IH) is looking for an experienced, highly efficient and self-directed permanent full-time Administrative Assistant II to support the Executive Director, Clinical Operations at the Kelowna General Hospital in beautiful Kelowna, B.C.

Who are we looking for?

This role provides vital administrative operational support for the Executive Director, Clinical Operations and is crucial in ensuring timely execution of administrative tasks and smooth coordination of programs within the portfolio.

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.

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:

The salary range for this position is $58,494 (min) to $73,117 (midpoint) to $76,773 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on 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.

“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).”

Qualfications

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 effective, 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.