Administrative Assistant

Please note: Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS: This is a Regular full-time position

REQ ID: 2024-089

HOURS OF WORK: 08:30 – 16:30 – Monday to Friday

START DATE: Immediately

SALARY: $57,347 to $65,000

BENEFITS: medical, dental, vacation, sick leave, long term disability and pension

LOCATION: Hope to Health Clinic, 625 Powell St, Vancouver, BC

ORGANIZATION: The BC-CfE is a world-renowned HIV/AIDS Centre with innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

JOB: the Administrative Assistant provides confidential administrative support to the Director and associated programs as required, including screening and prioritizing incoming materials, scheduling meetings, maintaining calendars, producing various documents and keeping the Director apprised of issues.

JOB RESPONSIBILITIES:

• Respond to communications directed to the Director’s office, clarifying stakeholder requests; ensure dissemination of information to stakeholders; screen prioritize, distribute and determine appropriate follow up for incoming materials.
• Schedule meetings, coordinating rooms and equipment, preparing and distributing materials, and taking minutes and keeping track of action items where required; arrange travel and accommodation as required.
• Maintain schedule for Director and other program stakeholders, determining urgency and nature of requests, resolving time conflicts, and notifying all relevant parties.
• Produce documents including reports, correspondence, presentation materials, spreadsheets, and memos; update various databases and web content; maintain program records.
• Prepare program employee’s time records, coordinating with staffing to ensure timely and accurate submission. 
• Collaborate with peers to ensure administrative processes are followed and gaps are addressed.
• Performs other duties as required.

JOB QUALIFICATIONS:

A level of education, training and experience equivalent to Grade 12 and graduation from a formal administrative program plus four (4) years of recent related experience including two (2) years at a senior level.  Familiarity with AIDS/HIV/HCV related issues and delivery of health care an asset.

Skills and Abilities

• Ability to work independently and resolve administrative issues/problems.
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
• Demonstrated flexibility 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 politely and diplomatically to both internal and external inquiries.
• Demonstrated interpersonal skills to provide effective administrative support at the senior management level.

Please include resume and cover letter outlining how your skills are applicable to this role. Include the job title you are applying for in your email subject line.

CONTACT: Human Resources Coordinator; careers@bccfe.ca