Job Description

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Summary

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Medical Director of the Provincial Addiction Recovery Treatment and Support (Prov-ARTS) Network, the Administrative Coordinator provides senior level administrative support and coordination of the office of the Medical Director. The position supports the efficient development and coordination of the Prov-ARTS Network as well as all other aspects of the Medical Director\xe2\x80\x99s scope of work. Tasks will include (but are not limited to): providing program/project coordination support, scheduling, organizing and attending Prov-ARTS Network/committee/divisional/academic/research meetings to record minutes, scheduling appointments, screening, prioritizing, processing and responding to incoming and outgoing correspondence, telephone calls/messages and acts on requests/inquiries of the Provincial Medical Director consistent with the Mission, Vision, Values and Stategic Directions of Providence Health Care (PHC). The position interfaces with external agencies and senior representatives from both the public and private sector to support the Medical Director and the team as a whole and may provide work direction and senior administrative leadership to secretarial support positions.
Qualifications / Skills and Education

Education, Training and Experience
Grade 12, completion of a recognized program in Office Administration including courses in such as: business training, communications, and people skills or equivalent education, training and experience. Four years recent senior level administrative assistant experience, or an equivalent combination of education and experience.

Skills and Abilities

• Ability to keyboard at 50 WPM.
• Ability to communicate effectively both verbally and in writing.
• Ability to handle confidential information.
• Ability to co-ordinate complex meetings with internal and external contacts.
• Ability to demonstrate effective interpersonal skills.
• Ability to organize and prioritize workload.
• Ability to work in a team environment and with minimal supervision.
• Ability to provide supervision and instruction to others.
• Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software

Duties and Responsibilities

1. Provides operational and administrative support to the Medical Director in the development and operational implementation of assigned projects, activities and initiatives. Acts as a resource to the staff, including developing specific actions, related documents, providing support, monitoring and coordinating deliverables and maintaining timelines.

2. Maintains appointment calendars and time commitments for the Provincial Medical Director, Prov-ARTS Network by performing duties such as receiving requests for appointments and/or information regarding meetings including planning, organizing and coordinating in-person or virtual events such as committee or working group meetings.

3. Determining the urgency of requests, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees. Coordinates with external agencies/vendors as required.

4. Screens, triages and responds/acts upon requests and inquires of the Medical Director. Greets and directs visitors, answers in person or telephone inquiries, and receives and relays messages and couriers. Screens, determines urgency and prioritizes issues and items for the attention of the Medical Director or team staff as designated; processes incoming and outgoing mail.

5. Produces a variety of technical, non-technical and confidential materials such as business proposals, reports, presentation materials, memorandums, formal correspondences, and staff notices either from dictation, handwritten draft, email request or verbal request utilizing word processing, spreadsheet and graphic software; investigates, gathers and compiles information on issues and drafts correspondence and/or reports.

6. Schedules and organizes meetings and seminars by booking meeting rooms, inviting and confirming attendance of guests, arranging necessary printing, drafting and distributing handouts, agendas, and minutes. Arranges provision of any necessary equipment such as flipcharts, overhead projector, microphones as well as catering needs; attends and records proceeding or participates in presenting information.

7. Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of divisional and individual files and records; maintains a bring forward system.

8. Participates in a variety of special projects that may be on-going or time limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.

9. Makes travel and hotel arrangements and reservations including confirming dates, contacting travel agents, obtaining cost and billing information, verifying and forwarding itineraries.

10. Monitors expenditures as required for budgeted areas; maintains equipment and stationary supplies according to Medical Director and teams needs and budget by identifying depleting items, completing internal requisitions to order replacement items, and verifying receipt of items by comparing order received to purchase order.

11. Arranges maintenance/repairs on divisional equipment such as fax, photocopier, and printers and takes appropriate follow-up action with reference to warranty information and invoices.

12. Provides work direction and acts as a senior resource to administrative support staff, as required, in accordance with the structure and needs of the service delivery entity. May provide orientation and training, maintains vacation schedules, completes timesheets, and provides input into performance evaluations and hiring decisions.

13. Prioritizes own daily administrative workload including mail, e-mail, and voicemail to ensure deadlines are met. Identifies inefficiencies in office procedures and recommends changes.

14. Provides support to the Medical Director for work related to their clinical activities (i.e., scheduling, organizing meetings, submitting billings)

15. Provides support to the Medical Director for work related to their academic appointment at UBC including: ongoing and regular CV updates, manuscript and conference abstract submissions/revisions, annual academic report drafting, knowledge translation activities

16. Provides support to the Medical Director for work related to their Division Head role at PHC including: reappointments, privileging, recruitment and hiring, confidentiality/privacy or workplace issues, LOAs, reporting to the appropriate Department Heads

17. Performs other related duties.
Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Providence Health Care