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Program Assistant, Research Support Service

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PHSA

8d ago

Applications are closed

  • Job
    Full-time
    Mid Level
  • Research & Development
  • Vancouver
    Remote

Requirements

  • 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.
  • 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 ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an intermediate level.
  • 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 (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
  • As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Responsibilities

  • Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
  • Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Enters and collects data, and compiles relevant statistical information and reports.
  • Maintains a consistently updated and accurate meeting schedule for the program/department as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
  • Authorizes expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. . Ensures appropriate supplies and support materials are available and equipment is in working order. Coordinates and standardizes the implementation of technology (new and existing) within the program.
  • Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
  • Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
  • BCCHR faculty recruitment initiatives
  • Scheduling committee meetings (polling, booking rooms/ zoom, reminders, etc)
  • Supporting recruitment site visits – scheduling, flight bookings, hotels, all administrative tasks related
  • Onsite support as needed for all faculty recruitment
  • Onsite support for events (catering, event set up & take down, greeting guests, etc)
  • Other assistance as required by the Executive Coordinator
  • Research Services
  • IGAP progress review meeting – scheduling with ADRC and the award holder
  • IGAP external review – scheduling and emailing with external review committee members.
  • IGAP reviews – minute taking.
  • Credit Reconciliation for Research Education CC, and Research Services CC
  • Events support – onsite support events as needed, e.g. Mentorship, additional help for larger initiatives e.g. SSRP, Celebration events, etc.
  • Executive Office
  • Minute taking
  • Scheduling

FAQs

What is the job title for this position?

The job title is Program Assistant, Research Support Service.

Where is the job located?

The job is located at the Children's & Women's Health Center in Vancouver, BC.

What are the working hours for this position?

The working hours are from 9:00 AM to 5:00 PM, Monday to Friday.

Is this a full-time or part-time position?

This is a temporary, full-time position.

What is the salary range for this position?

The salary range is $48,476 to $63,624 per year.

What qualifications are required for this position?

Candidates need a level of education, training, and experience equivalent to Grade 12, graduation from a formal secretarial program, and three years of recent related experience.

What skills are necessary for this role?

Necessary skills include proficiency in Microsoft Office applications, organizational skills, effective communication skills, and the ability to type 60 words per minute.

Are there opportunities for professional development?

Yes, there are professional development opportunities through in-house training programs, including over 2,000 courses.

Is there a commitment to diversity and inclusion in hiring?

Yes, PHSA is committed to equity in hiring and is seeking to create a diverse workforce and an inclusive, culturally safe environment.

Will there be support for Indigenous recruitment initiatives?

Yes, PHSA welcomes Indigenous individuals to apply and offers support through the Sanya'kula Team for recruitment and employee experience.

Are there any benefits offered with this position?

Yes, benefits include a comprehensive benefits package, annual statutory holidays, and access to wellness resources.

How can I apply for this position?

You can apply online through the PHSA job portal or, if you are a current PHSA employee, through your internal profile.

Is there flexibility in the work arrangement?

Yes, PHSA is a remote work-friendly employer, welcoming flexible work options, although eligibility may vary depending on the position.

What is the closing date for applications?

Applications are accepted until the position is filled.

Provincial Health Services Authority of BC. Health news & resources for British Columbians. Moderation: phsa.ca/privacy

Science & Healthcare
Industry
10,001+
Employees
2001
Founded Year

Mission & Purpose

Canada's first provincial health services authority. Provincial Health Services Authority (PHSA) is one of six health authorities – the other five health authorities serve geographic regions of BC. PHSA's primary role is to ensure that BC residents have access to a coordinated network of high-quality specialized health care services. PHSA operates provincial programs including BC Children's Hospital, BC Women's Hospital + Health Centre, BC Emergency Health Services, BC Cancer, BC Centre for Disease Control and BC Transplant. It is also responsible for specialized provincial health services like chest surgery and trauma services, which are delivered in a number of locations in the regional health authorities.