Administrative Assistant 2, Public Health Response Service,

BC Centre for Disease Control,

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.

The Administrative Assistant provides confidential administrative and secretarial support to the designated Senior Leader and assists with the activities of the program/service. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Senior Leader apprised of issues and activities. Interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the program/service/senior leader utilizing strong persuasion and communication abilities and the exchange of information. Works independently and communicate with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships. Exercises initiative, problem solves and makes judgments that affect the accuracy and reliability of further processes or services in the organization.

What you’ll do

• Provide administrative support that respects confidentiality and ensure that administrative matters are organized and dealt with in a professional manner.
• Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compile relevant statistical information into structured reports.
• Maintain a consistently updated and accurate appointment schedule for the Senior Leader and others as required by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. 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 program/service using methods that can be easily accessible to assigned staff.
• Assist with human resources and financial actions for the department by completing and submitting relevant documentation/records and following up on issues with appropriate department(s) as required.

What you bring

Education, Training and Experience

• 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.

Skills & Knowledge

• 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 advanced 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 w.p.m.
• 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 impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

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

Wage: $52,156.00-$68,455.00/hr. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Location: 655 West 12th Avenue, Vancouver, BC V5Z 4R4

Hours of Work: 0830-1630, Mon - Fri

Requisition # 145135

What we do

The BC Centre for Disease Control (BCCDC) is part of the Provincial Health Services Authority (PHSA). The BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

The Provincial Health Services Authority (PHSA) plans, manages 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: jobs.phsa.ca/programs-and-services

PHSA and The BC Centre for Disease Control (BCCDC) are committed to employment equity, 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, background and experience, 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 http://internaljobs.phsa.ca    

Please note the internal job posting will no longer be accessible after the expiry date of May 11, 2023. 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 internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.