Administrative Coordinator

Job title: Administrative Coordinator

Job description: Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Director, the Administrative Coordinator provides confidential administrative support to all senior program staff. This position manages the day to day operations of the Director’s office and works in collaboration with administrative assistants and other provincial office staff to manage workload for the provincial office. This position is responsible for submitting HR and Finance information, maintaining office equipment and supplies and overseeing administrative aspects of provincial training sessions. Financial responsibility includes the prudent use of the resources available to the position within the scope of the designated authority and the developing and monitoring of budget expenditures related to administrative support and provincial training sessions.

Duties/Accountabilities:

• Provides general administrative functions and support for the provincial program. Manages a wide range of administrative duties to ensure integration and delivery of provincial office functions in a timely and appropriate manner.
• Manages confidential and sensitive information in support of the Director and other senior staff, including the preparation and submission of human resource and financial documentation such as eforms; responds to related questions and takes follow up action as needed; notifies Director of issues along with options for resolution.
• Completes timekeeping for staff including preparing and submitting employee time records; responds to timekeeping enquiries and resolves issues.
• Leads the ongoing development, evaluation and implementation of office systems, policies, standards, work methods and procedures for the site. Leads the development and maintenance of secure record keeping/filing systems. Coordinates and controls general office organization relating to the setup and termination of employees including security access cards and works with IM/IT to set up staff on office systems including email, server access and phone systems.
• Works closely with the Director and other staff to support program quality assurance initiatives and the audit process. Collects and collates data.
• Maintains and coordinates the Director and Senior Leaders calendar/travel requirements through such methods as receiving appointments, prioritizing incoming requests resolving time conflicts.
• Schedules and arranges internal and external meetings by coordinating rooms and equipment, preparing and distributing meeting materials and agendas, taking and processing minutes where requested and reviewing and following up on meeting commitments. Attends to catering, travel and accommodation arrangements.
• Provides consultation and oversight to designated provincial office administrative staff, reviews workload assignments, and bridges clinical and administrative aspects of the program. Coordinates the hiring and training for administrative assistants.
• Provides leadership to others in the form of guidance and direction on the interpretation and application of organizational and program policies and procedures as well as exchange of information to others internal and external; acts as a resource and point of contact for provincial office staff and partners.
• Coordinates provincial training sessions and conferences and negotiates financial contracts within operating costs and budget. Manages all related venue, travel, registrations, participant and speaker coordination aspects.
• Composes, produces and maintains a variety of documents including correspondence, information/briefing notes, and newsletters. Assists with the development of program resources and materials and maintains the program share point sites.

Qualifications:

A level of education, training and experience equivalent to completion of a post secondary secretarial/administration training program and five (5) years of progressive experience supporting senior level management. Experience in health care an asset.
Demonstrated ability to work independently using tact, discretion and confidentiality when preparing and disclosing information of a confidential/sensitive nature and in resolving issues and problems. Demonstrated ability to use related equipment including word processing, spreadsheet, presentation software at an advanced level. Demonstrated flexibility to adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated interpersonal skills to promote a positive team and work environment including flexibility and openness, a calm demeanor. Demonstrated “learner” type of leadership. Demonstrated ability to communicate both verbally and in writing including the ability to respond politely and diplomatically to both external and internal inquiries. Ability to type 60 wpm. Physical ability to carry out the duties of the position.
Labor Agreement Excluded
Requisition # 132654E-2385221
Work Site 4500 Oak Street, Vancouver
Job Type Regular, Full-Time
FTE 1.00
Hours of Work 0800-1600
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date 04-Oct-2022

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