Project and Administrative Coordinator, Trans Care BC, PHSA, Vancouver

Job title: Project and Administrative Coordinator, Trans Care BC, PHSA, Vancouver

Job description: Project and Administrative Coordinator, Trans Care BC

PHSA

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 a highly organized person with strong administrative skills?

Reporting to the Provincial Program Director, the Project & Administrative Coordinator provides project coordination for the Strategic Engagement, Education, Program Evaluation and Surgical Program, as well as administrative oversight for the Trans Care BC Team.

What you’ll do

• Actively support the management and facilitation of time-limited projects and programs. Coordinate the execution of projects, ensuring they are done in an efficient manner, that they adhere to project protocols, that they conform to applicable institutional and ethical policies and procedures and privacy legislation, and that they are completed within the required timelines.
• Identify, collect, and analyze relevant information relating to current projects, and provide input and recommendations to Provincial Program Director, and project/program team for development, implementation, analysis, dissemination of findings, and policy/practice implications.
• Direct and supervise administrative staff, establishing responsibilities, reviewing workload and adjusting schedules to ensure operational requirements are met. Provide guidance and advice to administrative staff by responding to and facilitating all issues relating to human resources. These include, but are not restricted to, managing labor relations issues, hiring and disciplinary processes, creating job descriptions, performance enhancement and salary administration.
• Provide daily supervision and functional guidance to administrative staff using effective management techniques (e.g., monitoring performance, coaching, and skill development) to support the achievement of required outcomes. Investigate work and staff issues, escalating complex discipline issues as required.
• Assist with the dissemination of information and knowledge related to projects and key programs and initiatives under the identified mandate areas through a variety of vehicles to internal and external stakeholder groups.
• Coordinate office support systems by performing duties such as liaising with IMIT, Purchasing, and Facilities, to ensure equipment and facilities are operational. Coordinate office moves/space allocation.
• Lead the development, evaluation and implementation of office systems policies, standards, work methods and procedures for the site. Lead the development and maintenance of secure record keeping/filing systems, space planning and associated seating plans. Coordinate and control general office organization relating to the setup and termination of employees including security access cards and work with IMIT to set up staff on office systems including email, server access and phone systems.
• Lead the content monitoring and maintenance of social media sites in accordance to PHSA Communications guidelines and policies.
• Liaise with external organizations on behalf of the Provincial Program Director and Medical Director to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
• Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages. Compile relevant statistical information and reports. Attend and record meeting proceedings, prepare and distribute minutes, and take follow-up actions pertaining to Provincial Program Directors’ and Medical Directors’ portfolios. Maintain coordinated and up-to-date calendars for the Provincial Program Director and Medical Directors’ appointment schedules. Coordinate appropriate travel and accommodation arrangements for the Provincial Program Director and the Medical Director.
• Monitor contract expiry dates and liaise with Provincial Program Director on upcoming contract expiry and renewals. Draft contracts for approval and sign off by Provincial Program Director.
• Assist in budget development and monitor expenditures, authorize expense reimbursements and invoices up to a pre-determined limit, and develop an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Complete purchase requisitions/online purchasing and forward for processing, and ensure invoices are authorized and submitted for payment.
• Complete and submit eForms for designated Director’s portfolios; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.

What you bring

• A level of education, training and experience equivalent to a Bachelor’s degree in Health or Social Sciences plus five (5) years of progressive experience in a project, administrative, or business support role in a health, social services, government, or community organization.
• Proven leadership experience in a supervisory role including successful management of staff in a unionized environment.
• Knowledge of research, quality improvement and clinical practices relevant to the service/program area; health systems and policy; population health, prevention, and health promotion; and knowledge exchange.
• Understanding of and practical skills in project coordination/management, research and evaluation; relevant computer software applications; Internet search engines, websites, and navigation; funding structures and application processes; training and education; policy review and analysis; and facilitation, community development, and partnerships.
• Related experience in conducting literature searches and reviews, best practice reviews, policy analysis, working collaboratively with a wide range of internal and external stakeholder groups.
• Qualities including: creativity and innovation; sound judgment; tact and diplomacy; ability to work effectively and collaboratively in a demanding and dynamic environment; sound negotiation, conflict management and consensus-building skills; excellent oral and written communications skills.

What’s in it for you

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 more than 2,000 in-house training programs.
• Enjoy a comprehensive benefits package, including municipal pension plan.
• 12 annual statutory holidays with generous vacation entitlement and accruement.
• Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type: Temporary, Full-Time contract ending 03/31/2024

Location: Vancouver

Hours of work: 08:30-16:30

Reference number: #124022

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.

Labor Agreement Excluded
Requisition # 124022-2375569
Work Site Trans Care BC, Vancouver
Job Type Temporary, Full-Time
Temporary Duration Until return of incumbent
FTE 1.00
Hours of Work 830-1630
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date

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