Administrative Assistant 2, Bc Centre for Disease - Vancouver, Canada - PHSA

PHSA

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Assistant 2,

BC Centre for Disease Control,

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.

The Administrative Assistant provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate.

The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with mínimal direction to balance priorities and workflow.

Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information.

Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.

Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

What you'll do

Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinate meetings ensuring welldefined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and act as a recorder for confidential meetings such as senior management meetings and followsup on action items and inservices as required.
Respond to verbal and written communication and liaise internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaise with external organizations on behalf of the designated Leader to respond to and/or share information and ensure followup by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
Provide work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
Assist in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs/departments using methods that can be easily accessible to assigned staff.
Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.

What you bring
Education, Training and Experience

Skills & Knowledge

Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
Ability to be discreet when handling human resource requests, timesheets and followup maintenance.
Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
Ability to analyze and interpret