Administrative Assistant

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

STATUS: Regular

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

START DATE: Immediately

SALARY: Commensurate with qualifications and experience.
Minimum: $47,000.00
Maximum: $65,800.00

BENEFITS: Extended health, medical, dental, vacation, sick leave

LOCATION: Hope to Health Clinic, 625 Powell Street Vancouver, BC, V6A1H2

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, Drug Treatment, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers, Pharmacists, 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, Clinical Operations 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. Administrative experience in healthcare is 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

APPLICATION DEADLINE: Until the position is filled

Note: We thank all the applicants, however only candidates that are selected for an interview will be contacted.

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During the Canada Post strike announced September 25, 2025, the following measures will be undertaken to minimize service disruption to BC-CfE clients and providers.

  • The BC-CfE Laboratory has transitioned to private courier for delivery of outgoing reports and documents. Results required urgently can be faxed upon request. (Lab Contact Information: Phone 604-806-8775; FAX 604-806-9463)
  • The BC-CfE Drug Treatment Program (DTP) will fax outgoing forms and documents to the provider’s office. (DTP Contact Information: Phone 604-806-8515; FAX 604-806-9044)
  • St. Paul’s Hospital Ambulatory Pharmacy has transitioned to private courier for delivery of medications. We recommend requesting medication at least 2 weeks in advance in case of delivery delays, particularly to rural/remote parts of BC. (Contact Information: Phone 1-800-547-3622; FAX 604-806-8675)

During the Canada Post strike, we recommend that documents be faxed or couriered to our sites, versus utilization of regular mail service

The BC-CfE Laboratory is streamlining reporting processes for certain tests in order to simplify distribution and record-keeping, and to ensure completeness of results. Beginning September 2, 2025, results for the ‘Resistance Analysis of HIV-1 Protease and Reverse Transcriptase’ (Protease-RT) and ‘HIV-1 Integrase Resistance Genotype’ tests will be combined into a single ‘HIV-1 Resistance Genotype Report’.
For more details and example reports, please click on the button below

Laboratory Order Forms

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