Program Administrative Assistant, Long Term Care

Providence Health Care; Vancouver; On-site; CAD 35,000 - 46,000; Full time

Benefits offered by this job

Competitive salary

Growth opportunities

Inclusive culture

Job summary

Qualifications

• High School Diploma and completion of secretarial or business program.
• 3–5 years recent related experience, or equivalent combination of education, training and experience.

Responsibilities

• Provide comprehensive administrative support to Program Directors, Physician Leaders, and Operations Leaders by managing calendars, correspondence, office operations, records, filing systems, and priority communications.
• Coordinate meetings, events, and leadership activities by scheduling appointments, preparing agendas and minutes, arranging venues, catering, equipment, and ensuring follow-up actions are completed.
• Prepare and manage reports, presentations, databases, and program documentation using software tools to support decision-making, projects, data analysis, and organizational initiatives.
• Support confidential operational and human resources processes including recruitment activities, interview coordination, employee documentation, medical-legal correspondence, labor relations matters, and physician billing administration.
• Assist with program planning, financial, and project management activities by processing invoices and expenditures, supporting capital planning and renovations, maintaining on-call rosters, coordinating stakeholder communications, and contributing to key program and organizational projects.
• Performs other related duties as assigned.

Skills

Multitasking

Interpersonal skills

Written communication

Prioritization

Independent work

Typing 60 wpm

Minutes taking

MS Office Suite

Visio

Web publishing

Bookkeeping basics

Education

High School Diploma

Secretarial/business program

3–5 years related experience

Tools

Excel

Access

PowerPoint

Outlook

MS Visio

Web publishing

Job description

Join a dynamic healthcare team where your organizational expertise and attention to detail will make a meaningful impact. As a Program Administrative Assistant, you will provide comprehensive administrative support to program and operational leaders, helping ensure the smooth delivery of patient care services. In this fast-paced and collaborative role, you will coordinate confidential communications, prepare reports and presentations, manage information and records, and support key organizational initiatives. Working alongside a dedicated team of administrative professionals, you will play an essential role in keeping operations running efficiently while contributing to the success of important healthcare programs and projects.

What You Bring

Education

• High School Diploma
• Completion of a recognized secretarial or business program
• Three (3) to five (5) years recent related experience, or equivalent combination of education, training and experience.

Skills and Abilities

• Ability to handle multiple complex and competing priorities.
• Effective interpersonal skills and ability to maintain harmonious working relationships with others.
• Ability to communicate effectively both verbally and in writing.
• Ability to set priorities and meet deadlines.
• Ability to work with minimal supervision.
• Ability to keyboard at 60 WPM.
• Ability to take and transcribe minutes of meetings.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel, Access, PowerPoint, Outlook), related databases and the Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Working knowledge of basic bookkeeping/accounting procedures and concepts.

What We Offer

• A competitive salary: The salary range for this position is $25.26/hr to $33.15/hr, depending on experience.
• Growth opportunities: We welcome individuals at all stages of their careers, offering opportunities for professional development and growth.
• Inclusive culture: We respect the diversity, dignity, and interdependence of all individuals. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents

Your Day-To-Day

• Provide comprehensive administrative support to Program Directors, Physician Leaders, and Operations Leaders by managing calendars, correspondence, office operations, records, filing systems, and priority communications.
• Coordinate meetings, events, and leadership activities by scheduling appointments, preparing agendas and minutes, arranging venues, catering, equipment, and ensuring all follow-up actions are completed.
• Prepare and manage reports, presentations, databases, and program documentation using a variety of software tools to support decision-making, projects, data analysis, and organizational initiatives.
• Support confidential operational and human resources processes including recruitment activities, interview coordination, employee documentation, medical-legal correspondence, labor relations matters, and physician billing administration.
• Assist with program planning, financial, and project management activities by processing invoices and expenditures, supporting capital planning and renovations, maintaining on-call rosters, coordinating stakeholder communications, and contributing to key program and organizational projects.
• Performs other related duties as assigned.