Administrative Assistant

## Salary
The salary range for this position is CAD $25.26/Hr. - CAD $33.15/Hr.

## Job Accuracy Posting Flag
The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Summary

Reporting to the Executive Director/Director/Operations Leader/Manager/Leader or designate, the Administrative Assistant performs a variety of confidential administrative and secretarial support functions and coordinates daily office activities for operational or corporate area(s).

- Uses a variety of software applications to produce reports, maintain databases and develop presentation materials.

- Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary.

- Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Responds to inquiries from internal and external sources as appropriate.

- Supports the preparation of financial and statistical documentation.

- Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email.

- Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.

What You Bring

Education:

- Education requirements are not specified in the provided job description.

Skills and Abilities:

- Ability to perform confidential administrative and secretarial support functions.

- Ability to coordinate daily office activities for operational or corporate area(s).

- Proficiency in using a variety of software applications to produce reports, maintain databases and develop presentation materials.

- Ability to schedule and coordinate meetings, distribute agendas, take minutes and follow up as necessary.

- Ability to process and disseminate confidential medical-legal, labor relations, and disciplinary correspondence.

- Ability to respond to inquiries from internal and external sources as appropriate.

- Ability to support the preparation of financial and statistical documentation.

- Ability to perform clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email.

What We Offer

Competitive Salary: We offer a competitive hourly wage ranging from $25.26 to $33.15, based on qualifications and experience.

Career Growth Opportunities: We welcome candidates at every stage of their career and are committed to supporting professional development, ongoing learning, and advancement opportunities.

State-of-the-Art Facilities: The new St. Paul’s Hospital and Health Campus represents one of the most innovative integrated care projects in British Columbia and Canada. Designed to meet the evolving healthcare needs of patients, families, and communities, the campus will bring together hospital services, primary care, community health programs, research, and education. The new St. Paul’s Hospital is expected to open in 2027.

Inclusive and Diverse Culture: We are committed to fostering a respectful and inclusive workplace that values the diversity, dignity, and interdependence of all people. We recognize and celebrate the cultural richness our employees bring to the care of our diverse patient and resident populations.

Your Day to Day:

- Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, brochures/pamphlets/notices, rosters/schedules and presentation materials for meetings and seminars. Develops and maintains spreadsheet and database software to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.

- Schedules, prioritizes and organizes meetings and seminars in collaboration with Executive Director/Director/Operation Leader/Manager/Leader or designate. Considers nature of request and resolves time conflicts. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.

- Makes travel arrangements and reservations including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.

- Handles day-to-day correspondence including processing confidential mail and email, files, photocopies and faxes. Identifies, prioritizes and takes follow up action on items by responding to verbal and written communication and liaising internally and externally to respond to, share information, clarify details, and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate leader.

- Supports Executive Director/Director/Operations Leader/Manager/Leader or designate by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment, selection, and performance management, confidentiality issues and/or workplace health and safety activities. Follows up with departments such as Human Resources, Finance, Patient Relations and Risk Management as required. Assists with setting up and coordinating of interviews of candidates for position vacancies. Assists with items such as new hire/staff/student orientation, identification documents and computer set up requirements as needed.

- Attends a variety of committee and departmental meetings to provide secretarial support and/or provide information including typing and circulating agendas, recording proceedings, transcribing minutes and reports and taking follow up action as required.

- Performs a variety of receptionist/clerical duties such as greeting and directing visitors, answering general inquiries, answering the telephone, receiving and relaying messages, and forwarding public inquiries/concerns appropriately.

- Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information.

- Supports project teams, and if required, prepares financial and statistical reports and/or supporting documents/research materials. Assists Executive Director/Director/Operations Leader/Manager/Leader or designate with compilation and preparing of budget related documentation.

- Maintains equipment and office supplies according to department needs and budget, by identifying depleting items, completing internal or external requisitions, checking and verifying receipt of items as ordered. Contacts maintenance and building management in response to issues (e.g, repairs, security access) as required.

- Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.

- May be required to maintain and update various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.

- May be required to assist with the scheduling/placement of students by performing duties such as liaising with academic institutions, students and program areas to coordinate placement, answer inquiries and process documentation.

- Processes cheque requests and invoices for expenditures, collects and deposits funds and maintains banking records and reports as needed.

- Produces and edits timekeeping records and submits to payroll if required; liaises with payroll re employee inquiries and makes adjustments as required.

- Works collaboratively with other support staff and provides coverage as needed.Performs other related duties as assigned.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.