Program Assistant

Health Quality BC; Vancouver; On-site; CAD 49,000 - 65,000; Full time

Job summary

Health Quality BC in Vancouver is seeking a Program Assistant to support the Learning & Capability department. The position involves coordinating administrative tasks, assisting in learning events, and working with HQBC staff and external partners to ensure smooth delivery.

You will manage calendars, arrange travel, prepare documents, help with budgets and expenditures, process HR and Finance information, and provide project support.

Qualifications

• Grade 12 plus graduation from a formal secretarial program and three years related experience.
• Ability to work independently and collaboratively, adapt to changing priorities.
• Advanced use of Microsoft Office for word processing, spreadsheets and presentations.
• Excellent written and verbal communication; strong organization and time management.

Responsibilities

• Maintain an up-to-date Leader calendar and arrange travel and accommodations.
• Respond to inquiries and coordinate internal and external communications.
• Create and format documents, prepare minutes, and manage agendas.
• Assist in budget development, monitor expenditures, and process invoices and reimbursements.
• Process eForms, timekeeping, and liaise with Finance, Payroll and HR.
• Provide project support and analyze data to inform policies and procedures.

Skills

Microsoft Office

Typing 60 wpm

Communication skills

Time management

Interpersonal skills

Minute taking

Education

Grade 12 and formal secretarial program

Job description

Job Type: Permanent, Full-Time
Salary Range: $49,445 to $64,897; Typical Hiring Range $49,445 to $61,806

Health Quality BC (HQBC) is committed to an equitable, diverse and inclusive workforce. We recognize that there are a variety of experiences that contribute to the overall qualifications for each role. If you feel that you could excel in this position, but do not necessarily meet the formal requirements, we want to hear from you!

In particular, we encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas at HQBC to apply.

We are currently looking for a Program Assistant to support our Learning & Capability department. In this role, the Program Assistant will work within HQBC and with external partners and learners to assist in the delivery of high-quality learning events; however, areas of support may change based on the needs within HQBC.

Role Summary

Health Quality BC provides system-wide leadership to efforts designed to improve the quality of health care in British Columbia. Through collaborative partnerships with health authorities, patients, and those working within the health care system, we promote and inform a provincially-coordinated, patient-centred approach to quality.

The Program Assistant provides confidential administrative and secretarial support to designated Leader(s) and manages the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies.

Key Accountabilities

• Maintains a coordinated and up-to‑date calendar for the designated Leader’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinates appropriate travel and accommodation arrangements for designated Leader’s attendance at conferences and meetings, confirms reservations, and establishes an itinerary.
• Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow‑up by relevant personnel on emergent issues.
• Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enters and collects data, and compiles relevant statistical information and reports. Drafts agendas, gathers background materials, attends and records proceedings, prepares and distributes minutes, and takes follow‑up actions. Maintains a bring‑forward system.
• Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre‑determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
• Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
• Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects, and the interpretation and application of policies and procedures.

Qualifications

A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.

Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload and to be flexible to meet and adapt to changes in organizational priorities. Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously and in a clear manner. Demonstrated interpersonal and time management skills. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.