Administrative Assistant II OPEN UNTIL FILLED

Kibbi Technologies Inc.; 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

Employer paid insurance premiums

Extended health & dental

Municipal Pension Plan

Balanced lifestyle

Job summary

Interior Health is seeking an experienced Administrative Assistant II to support the Executive Director, Clinical Operations, Kamloops Community. This is a permanent full-time role with flexible location within the Interior Health region.

The successful candidate will coordinate operations, manage communications, and ensure timely execution of administrative tasks in a fast-paced healthcare environment. We look for a detail-oriented professional with a diploma in secretarial studies and at least

Qualifications

• 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.

Responsibilities

• Provides confidential advanced administrative support to the Executive Director, Clinical Operations and the portfolio.
• Coordinates workflow, determines priorities, and drafts confidential correspondence for signature.
• Prepares detailed reports, presentations, spreadsheets and orientation materials for management.
• Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including space, equipment, and materials.
• Attends meetings as recorder and transcribes minutes and distributes them accordingly.

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, Kamloops Community. This position is located in beautiful Kamloops, B.C. but the location of this position can be flexible within the Interior Health region.

Who are we looking for?

This role provides full-time crucial 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).”

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.

COMMENTS

Interior Health is committed to diversity, equity, and inclusion and to creating a environment free from discrimination. Our goal is to cultivate a workforce rich in culture, experience, and knowledge to enable us to provide high quality, accessible and culturally safe health services to everyone in the Interior Health region. We are committed to addressing existing inequities and barriers to achieving a diverse workforce, one that is representative of the communities we serve. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalised groups.