Program Assistant, Practice Enhancement Program

CPSBC Careers; Vancouver; On-site; CAD 51,000 - 63,000; Full time

Job summary

CPSBC Careers in Vancouver is seeking a program assistant to provide administrative and operational support to the Practice Enhancement Program.

The role includes coordinating assessments, managing documentation and databases, and supporting reporting and program tracking to ensure timely completion of assessments.

Qualifications

• Successful completion of grade 12 with a two-year office administration diploma or equivalent.
• Experience in a health-care setting is an asset.
• Experience or knowledge in medical device reprocessing is an asset.
• Working knowledge of Microsoft Office applications including Access, Outlook, Word, Excel and Visio.
• Excellent written and verbal communication skills.
• Ability to work independently and make decisions to determine appropriate action to take in handling inquiries.

Responsibilities

• Assist with assessment coordination and administration tasks, including vetting eligibility and coordinating assessment packages.
• Manage assessor calendars, schedule assessments, and communicate with physicians’ offices as needed.
• Maintain participant and clinic tracking lists and monitor deadlines and questionnaires.
• Log, process, and file documentation and assessment reports; draft participant correspondence.
• Respond to inquiries by email and phone; liaise with assessors and program team.
• Support data management and reporting, including data entry and KPI preparation.
• Maintain electronic and paper files; manage filing systems and bring-forward reminders.

Skills

MS Office Suite

Adobe Acrobat Pro

Communication skills

Independent work

Time management

Education

Grade 12 + 2-year office administration diploma

Tools

Microsoft Access

Outlook

Word

Excel

Visio

Adobe Acrobat Pro

Job description

Full-time, permanent

Position summary

Reporting to the program development manager, the program assistant provides administrative and operational support to the Practice Enhancement Program.

The program assistant coordinates assessment processes, supports program participants and assessors, manages documentation and databases, and assists with reporting and program tracking. This role works closely with internal teams to ensure timely completion of assessments and related requirements.

Duties and responsibilities

Duties include but are not limited to the following:

Assessment coordination and administration

• vet and compile eligibility lists of participants
• initiate participants into the assessment process and coordinate assessment packages
• manage assessor calendars and schedule assessments
• contact physician offices to arrange assessments
• maintain participant and clinic tracking lists
• monitor and track deadlines including pre-assessment questionnaires, remote questionnaires, action plans, and assessment reports
• receive, log, and process submitted documentation and assessment reports
• draft and send participant correspondence, including reminders and non-compliance notifications
• respond to program inquiries by email and telephone
• liaise with assessors and program team members regarding assessments and follow up actions
• assist with outcome correspondence and post-assessment surveys

Data management and reporting

• manage cases within iMIS including case setup, action tracking, and closure
• perform data entry, tracking, and database maintenance
• assist with analysis and preparation of program statistics and key performance indicators
• run reports and prepare data summaries for internal reporting, including fiscal year statistics and assessment outcomes
• collaborate with the program development and evaluation lead to support program analysis and reporting

File and records management

• maintain accurate and up to date electronic and paper files
• scan, file, and organize assessment documentation and correspondence
• maintain bring forward systems and issue reminders as required
• close, archive, and cull files in accordance with records retention guidelines
• support ongoing improvement and maintenance of program databases and filing systems

General administrative support

• provide administrative support to the team and special projects as assigned
• schedule meetings and track deadlines
• attend and participate in departmental meetings
• liaise with other departments as required
• assist with distribution of materials, data entry, and general clerical duties
• perform other related duties as assigned

Accountability

The program assistant is expected to demonstrate initiative, strong organizational skills, and the ability to work independently while contributing effectively within a collaborative team environment. Accountability, attention to detail, and professionalism in supporting program operations are essential.

Skills and qualifications

Required skills and qualifications include:

• successful completion of grade 12 supplemented by a two-year office administration diploma or equivalent combination of education and experience
• experience in a health-care setting an asset
• experience or knowledge in medical device reprocessing an asset
• working knowledge of Microsoft Office applications including Access, Outlook, Word, Excel and Visio
• working knowledge of Adobe Acrobat Pro
• excellent written and verbal communication skills
• demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries
• detail orientated
• ability to organize and set work priorities
• ability to take direction, be flexible with the demands of the department and work both independently and as a team member
• ability to exercise good judgment in recognizing scope of authority and protecting confidential information
• proven ability to perform multiple tasks, balance continuous demands and priorities and able to meet deadlines

The compensation range for this position is based on an annual salary of $50,574 to $63,217 per year.