Administrative Assistant - Registration and Licensure

College of Pharmacists of British Columbia; Vancouver; On-site; CAD 63,000 - 73,000; Full time

Job summary

The College of Pharmacists of British Columbia is seeking a temporary Administrative Assistant to support the Registration and Licensure Department. The role requires strong communication skills, proficiency in Microsoft Office, and at least 3 years of office experience. Applicants must be detail-oriented and able to work in a fast-paced environment while maintaining accurate and organized records.

Benefits

Flexible work arrangements

Opportunities for cultural safety training

Qualifications

• Minimum 3 years of office experience.
• Strong detail orientation and drive for accuracy.
• Effective communication skills with a clear messaging ability.

Responsibilities

• Provide direct support to the Registration and Licensure Department.
• Maintain data and records in CPBC database.
• Process pharmacy and registration applications according to established procedures.

Skills

Effective written and verbal communication

Detail orientation

Customer service experience

Time management

Education

Business college certificate or equivalent experience

Tools

Microsoft Office

iMIS / database experience

Job description

With great respect, we acknowledge that the College of Pharmacists of BC (CPBC) is located on the unceded territories of the hən̓q̓əmin̓əm̓ speaking peoples – xʷməθkʷəy̓əm (Musqueam Nation), sel̓íl̓witulh (Tsleil-Waututh Nation), and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples - Sḵwx̱wú7mesh Úxwumixw (Squamish Nation) whose historical relationships with the land continue to this day. As a health regulator, our responsibility is to protect the health and safety of individuals accessing pharmacy care by licensing and regulating pharmacists, pharmacy technicians and the pharmacies where they practice in order to ensure they deliver qualified, safe, and ethical care.

Having embarked on a collective journey with health regulators in BC towards creating safer spaces for Indigenous partnerships, CPBC is focused on developing and enabling alternative dispute resolution mechanisms to uphold the legal plurality that exists between Westernized systems and traditional Indigenous methodologies.

CPBC is committed to addressing Indigenous-specific racism and other forms of discrimination both in healthcare and within regulatory structures. We believe in integrity, transparency, and relational partnerships. As part of this team, you can expect to be treated with dignity and respect. CPBC staff contribute to a positive work-life balance and personal health and wellness through their commitment to voluntary interest committees aimed at promoting cultural safety, equity, and social and environmental initiatives.

Our Values

Accountability

• We value the importance of our work and take responsibility for our decisions, words and actions.

Integrity

• We act ethically, honestly and in good faith.

Indigenous Cultural Safety and Humility

• We help to ensure that Indigenous Peoples have access to a culturally safe healthcare system, free from Indigenous-specific racism.

Respect

• We value the feelings, culture and preferences of others and recognize that they are as important as our own.

Our Diversity, Equity and Inclusion Commitment

CPBC is committed to helping our health system become culturally safe and free from Indigenous-specific racism. As recognized in our updated Strategic Plan and the In Plain Sight report, and acknowledged as a gap in our staff complement at CPBC, we are very interested in recruiting Indigenous individuals and encourage them to apply.

We are committed to fostering, cultivating, and preserving a culture of diversity, equity and inclusion. CPBC seeks to attract, retain, and develop a qualified, capable, and diverse workforce that that is reflective of all our communities. We are committed to employment equity by ensuring all human resource practices comply with the provisions of the Human Rights Code, address unintentional bias and are impartial, fair and honest. CPBC also fosters a welcoming, inclusive, and respectful environment where ongoing diversity, equity and inclusion learning and training are offered; cultural and social awareness are provided; and religious observances are acknowledged.

About the Role

Based in the BC lower mainland, CPBC is seeking to hire an individual with over three (3) years of relevant work experience as an administrative professional (or an equivalent combination of education and experience) to take on a temporary term as Administrative Assistant until May 1, 2026. This role is to provide direct support to the Registration and Licensure Department primarily as well as to provide relief coverage for other departments as required.

Reporting to the Manager of Registration and Licensure, the successful candidate will have effective written and verbal communication skills, proficiency in Microsoft Office and strong detail orientation and drive for accuracy. In addition to being highly motivated and a quick learner that takes initiatives, the Administrative Assistant is flexible and adaptable in a fast-paced environment.

• Maintains data and records in CPBC database.
• Maintains and manages the department file structure and follows CPBC’s records retention policies.
• Processes pharmacy and registration applications according to established procedures and pre-determined timelines.
• Follows-up with pharmacy managers / owners relating to incomplete applications.
• Responds to general queries related to pharmacy applications by phone, email or in-person, and re-directs or escalates queries as required.
• Assists applicants with the processing of pharmacy applications.
• Generates and reconciles reports for pharmacy applications and other department-related documents or activities and follows-up as directed.
• Assists in processing registration-related applications : pre-registration, full registration, temporary registration, registration renewals, registration reinstatement and drug administration certification.
• Processes Criminal Record Check reports from the Ministry of Public Safety and Solicitor general
• Responds to general queries related to registration-related applications and redirect or escalate queries as required.
• Prepares and generate certificates / Letters for Standing
• Conducts User Acceptance Testing for Registration and Licensure-related IT projects
• Drafts and edits correspondence and communication materials as directed.
• Prepares and formats presentations, correspondence, and other documents.
• Coordinates arrangements for meetings and events facilitated by the department.
• Provides relief coverage for facility-related tasks that include maintaining the general CPBC inboxes; managing incoming / outgoing mail; and doing other office housekeeping duties.
• Assists the department on projects as assigned by the department manager and / or director

Qualifications, Skills and Knowledge

• Minimum 3 years of office experience.
• Business college certificate or equivalent experience.
• iMIS / database experience an asset.
• Strong detail orientation and drive for accuracy.
• Customer service experience is an asset.
• Proficient in Microsoft Office (Intermediate to Advanced level in Outlook, Word, and Excel).
• Effective written / verbal communication skills with the ability to convey clear and concise messaging.
• Ability to work independently and within a team.
• Ability to be flexible and adaptable in a fast-paced environment.
• Highly motivated and quick learner that takes initiatives.
• Exceptional time management abilities to organize work duties and set priorities.
• Ability to exercise diplomacy, tact and discretion when working with confidential / sensitive information.
• Ability to build and maintain effective working relationships with all partners.
• Ability to maintain tact when dealing with diverse groups of people with different personalities.
• Ability to deliver results under pressure and tight timelines.
• Ability to use a common sense approach and demonstrate sound judgement.
• Commitment to continual learning and a drive for intellectual curiosity to innovate and improve.

Salary is in accordance with the Category 4 Administrative Assistant classification in the current MoveUP Collective Agreement (Canadian Office and Professional Employees Union Local 378).

The compensation for this position starts at $63,423.11 annually based on a 35-hour work week.

CPBC provides flexibility, strives for work-life balance and provides an excellent and dynamic work environment where innovation, teamwork and creativity are highly valued.

How to Apply

CPBC offers accommodation for applicants with disabilities to take part in the selection process. Please let us know if an accommodation is required when you are contacted about an interview and / or assessment. All information in relation to accommodation is kept confidential.

Please submit a cover letter and resume by end of day Monday, June 23, 2025. This opportunity will remain posted until filled; however, priority consideration will be given to those who apply by the deadline. References, education and professional credential verifications, and a criminal record check may be required for all final candidates.

• Please note that applications will not be kept on file and only applicants selected for an interview will be contacted.

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