Program Assistant, Bc Women's Hospital and Health - Vancouver, Canada - PHSA

PHSA

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Program Assistant

BC Women's Hospital and Health Centre

Vancouver, BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Reporting to the Program Manager(s), the Program Assistant provides confidential administrative and secretarial support to the BC Women's Hospital and Health Centre (BCW's) of the Provincial Health Services Authority (PHSA).

The Program Assistant manages the day-to-day activities of the Program Manager's offices including appointment and meeting coordination, the preparation and processing of documents and information, and the maintenance of the office support systems.

What you'll do

Maintain the Program Manager's appointment schedules and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolve time conflicts as required.
Respond to verbal and written communication directed to the Program Manager's offices. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the Program Managers as appropriate or other senior staff for reply. Liaise with external organizations on behalf of the Program Manager to respond to and/or share information and ensure followup by relevant personnel on emergent issues.
Produce a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopy, collate, and distribute documentation such as correspondence and reports.
Create, maintain, and/or make necessary changes to hospital forms. Act as a liaison in streamlining communications and implementation of revised hospital forms as required.
Screen incoming materials, prioritize items for immediate attention and distribute as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking followup action such as drafting correspondence for the Program Manager's signature, ascertaining status of item/issue and investigating designated items.
Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintain a bringforward system.
Make arrangements for travel and accommodation for the Program Manager(s) for attendance at industry meetings and conferences by performing duties such as contacting travel agencies, confirming reservations and establishing an itinerary.
Assist in budget development and monitors expenditures. Authorize expense reimbursements and invoice up to a predetermined limit.
Prepare and submit employee time records to Payroll for Program Manager(s). Investigate and respond to timekeeping inquiries and correct discrepancies.
Responsible for processing IMIT requests such as eform submissions for computer accounts, requests for consultations, equipment, and repairs as necessary. Act as central point of communication with IMIT.
Coordinate staff training on new/changed equipment/technology/software. Troubleshoot equipment malfunctions.
Maintain an inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies. Ensure invoices are authorized for payment and submitted for payment.
Provide a central point for processing maintenance requests and follow up on departmental repairs and related functions. Coordinate housekeeping requests and complaints by maintaining a program log, and acts as central point of contact and follow up for housekeeping issues.
Maintain and coordinate duties related to off site storage, organize pick up and delivery requests, filing systems, and inventory.
Manage and monitor key control, process requests, inventory and returns. Maintain and monitor logs for long distance charges. Provide screening as appropriate.
Perform other related duties as assigned.

What you bring

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, including at least one (1) year of experience at a senior level.
Ability to work independ