Administrative Assistant 2, Transformation Leadership Office, Vancouver

Job title: Administrative Assistant 2, Transformation Leadership Office, Vancouver

Job description: Administrative Assistant 2

Transformation Leadership Office

Vancouver, BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Are you an organized person with strong administrative skills? The Administrative Assistant provides confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of the program/services.

What you’ll do

• Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Prepare documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. 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. Compiles information into structured reports.
• Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinate 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 to assist in decision making and meeting facilitation. Make catering, travel and accommodation arrangements. Attend meetings and in-services as required.
• Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the Department using methods that can be easily accessible to assigned staff.
• Assist in budget development ensuring information is current and accurately compiled, monitor expenditures, ensure invoices are authorized to predetermined amounts and analyze and report variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forward for processing and ensure invoices are authorized for payment and submitted for payment.
• Provide work direction and guidance to support staff as needed to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and help to ensure all staff are aware of and adhere to policies and procedures.
• Provide project support, research information, track statistical data, and compile and analyze data involving new projects and the interpretation and application of policies and procedures. Complete and submit timekeeping records, vacation entitlements and respond to related queries from departments such as Finance, Payroll and Human Resources.

What you bring

• A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years’ progressive experience supporting senior level management.
• Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
• Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
• Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
• Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
• Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
• Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type: Regular Full-Time
Location: 1333 West Broadway, Vancouver
Hours of work: 09:00-17:00
Reference number: 129417

What we do

Provincial Health Services Authority ( ) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose. Learn more about PHSA and our programs:

PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of July 11, 2022. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.

Labor Agreement Excluded
Requisition # 129417-2381599
Work Site 1333 West Broadway, Vancouver
Job Type Regular, Full-Time
FTE 1.00
Hours of Work 0900-1700
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date

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