Administrative Assistant 1, Bc Cancer Agency - Vancouver, Canada - PHSA

PHSA

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Assistant 1,

BC Cancer Agency,

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.

Job Summary

The Administrative 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 inquires 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.

What you'll do

Maintain a coordinated and uptodate calendar for the designated Leader's appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinate appropriate travel and accommodation arrangements for designated Leader's attendance at conferences and meetings, confirm reservations, and establish an itinerary.
Respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure followup by relevant personnel on emergent issues.
Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compile relevant statistical information and reports. Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and take followup actions. Maintain a bringforward system.
Assist in budget development and monitors expenditures, authorize expense reimbursements and invoice up to a predetermined limit, and develop an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Complete purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
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

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.

Skills and Knowledge

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 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.
Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too offering health, wellness, development programs to support you at work and at home.
Join one of BC's largest employers with provincewide programs, services and operations offering vast opportunities for growth and development.
Access to professional development opportunities through our inhouse training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
Annual statutory holidays (13) with generous vacation entitlement and accruement.
PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
Perks include access to fitness classes and discounts to 350 BCwide recreational programs, travel, technology, car and bike sharing, and more.

Job Type:
Regular Full-Time

**Wage