Administrative Assistant

Summary

The Administrative Assistant provides confidential administrative support to the Senior Management, including screening and prioritizing incoming materials, scheduling meetings, maintaining calendars, producing various documents and keeping the Director apprised of issues.

Education

• 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 while working 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.

• A competitive salary: The salary range for this position is $43,758 – $54,697 per annum, depending on experience.
• State-of-the-art facilities:  The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Your Day to Day:

• Respond to communications directed to the Manager’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 materials, distributing materials, taking minutes and keeping track of action items where required; arrange travel and accommodation as required.
• Maintain schedule for Managers 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.

The BC-CFE is a world-renowned HIV/AIDS Centre with an 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, 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 socioeconomic barriers in accessing healthcare.

We acknowledge that the BC Centre for Excellence in HIV/AIDS 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.