Job Description

Salary: The salary range for this position is CAD $24.76/Hr. - CAD $32.50/Hr.
Summary:



The Centre for Heart Lung Innovation (HLI) under Providence Health Care and in collaboration with Providence Research is now hiring a permanent, full-time Assistant to the Director & Grants Coordinator to join their team.
Reporting directly to the Director and the Associate Directors, the Assistant to the Director coordinates the day-to-day administrative functions of the Centre, ensuring effective and efficient administrative functions in support of the Director's office. The position also provides a variety of confidential clerical and secretarial support functions for the Director in all associated appointments. The position also schedules and prioritizes appointments, arranges meetings, uses the Microsoft Office Suite, databases, and graphics programs to prepare correspondence, draft presentations and organizes all related travel needs. The Assistant also coordinates the submission of research grants for Investigators of the Centre to diverse private, non-profit and government agencies. The Assistant manages confidential research documents by receiving, reviewing and assessing information, accuracy and completeness, and creates files for research activities and secure storage.
Please note that hybrid work would be available upon completion of the required training/probationary period at manager's discretion. Your day-to-day: • Administrative & Executive Support - Manages scheduling, prioritizes appointments, arranges meetings, coordinates travel, and prepares reports, presentations, and correspondence for the Director and Associate Directors.
• Grant Coordination & Research Support - Assists with organizing, reviewing, and submitting research grants for Investigators, tracking applications, updating CVs, and maintaining databases of funding applications.
• Meeting & Event Coordination - Schedules and organizes meetings, prepares agendas, takes minutes, coordinates logistics, and supports educational activities such as seminars and research events.
• Communication & Liaison - Acts as a key point of contact for investigators, trainees, collaborators, and external agencies, providing information on Centre policies, research funding, and administrative processes.


What You Bring:
Education • A minimum of a high school diploma, completion of a recognized secretarial program, with additional courses such as business training and communications, plus three (3) to five (5) years' recent related experience, and or equivalent combination of education, training and experience.

Skills and Abilities • Passion for and/or interest in research and/or Communications an asset but not required
• Ability to keyboard at 50 WPM.
• Demonstrated ability to provide leadership at the senior administrative level.
• Demonstrated ability to establish priorities and meet deadlines.
• Ability to plan, organize, problem-solve and prioritize work.
• Ability to communicate effectively both verbally and in writing.
• Ability to work in a team environment, and with minimal supervision.
• Highly effective interpersonal and organizational skills.
• Ability to coordinate complex meetings with internal and external contacts.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office 2007 (Word, Excel, PowerPoint, Access), Visio, Outlook & Schedule +, Adobe Acrobat, Internet Explorer and other Windows software packages.
• Physical ability to carry out the duties of the position.


What We Offer:
• Competitive salary: $48,476 - $63,624 CAD per year/$24.76 - $32.50 CAD per hour, depending on experience
• Comprehensive benefits: Eligible employees receive a robust medical and dental benefits package, including 4 weeks paid vacation starting.
• Pension plan: Work towards a comfortable retirement through employer-matched contributions to one of Canada's strongest pension plans!
• Meaningful impact: Your dedication and expertise will directly impact the lives of patients, including many from marginalized communities, helping contribute to the public healthcare system we're privileged to have here in BC
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• State-of-the-art facilities: The new St. Paul's Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families and our communities. From hospital care to primary and community health solutions, the new St. Paul's Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul's Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Who we are:
Providence is a non-profit healthcare provider with over fifteen sites, including a large tertiary hospital in the heart of Vancouver's beautiful and vibrant Downtown, a smaller community hospital in the idyllic Mount Pleasant neighborhood, one of the largest referral centres for rehabilitation in British Columbia, and five long-term care facilities, as well as other clinics.
As a leading teaching and research organization, and the provincial referral center for Cardiac, HIV/AIDS, and Renal Care, we provide services ranging from acute and long-term care to leading substance use and addiction treatment supporting some of BC's most marginalized communities. Guided by the motto "how you want to be treated", delivering exceptional patient and family-centered care is our mission.
Curious about working at PHC and our culture? Check out the video below to learn more and meet some of the members of the team you'd be joining:



Your Day to Day: • As a member of the Grants Team, assists with coordinating, organizing, submitting and tracking of grants for all Investigators at the Centre. This includes completing research project information forms, reviewing application materials for accuracy and completeness, assembling documents for submission, and keeping CVs up to date.
• Arranges meetings and appointments, prepares and distributes agendas for a variety of meetings related to HLI management, and circulates documentation for review in a timely manner. Books meeting rooms, notifies participants, confirms attendance, arranges catering, and takes follow- up action as designated.
• Schedules and prioritizes a variety of appointments and meetings for the Director to support the effective and efficient coordination of the research enterprise. Co-ordinates and books travel for the Director and submits expense reports for reimbursement.
• Attends meetings and records minutes as required.
• Utilizes word processing, spreadsheet and graphics software to produce a variety of reports, graphs, and presentation materials for meetings, seminars, newsletters, and research grant proposals.
• Compiles statistical records on Centre activity by utilizing advanced computer spreadsheet applications. Summarizes information and generates reports using word processing and presentation graphics software applications. Maintains and updates spreadsheets and databases to track grant applications and successful funding applications applied for by the Investigators and trainees at the Centre.
• Responds to requests for information regarding Centre policies and procedures from investigators, trainees and staff, as well as from researchers and related collaborators across Canada, and world-wide by telephone, e-mailing documents, or directing them to designated website(s) as applicable. Provides a crucial personal point of contact for many different types of professionals seeking to interact with Centre personnel and especially the Director.
• Assists the Education Coordinator with the planning of seminars and educational activities at the Centre, including with the planning and preparation of the HLI Summer Student Research Day.
• Collaborates and follows-up with HLI Executive, and other senior administrative staff to ensure standards are developed, documented, maintained, and understood.
• When required, fills in at Reception to answer calls, receive deliveries and coordinate shipments.
• Liaises with external agencies and senior representatives from both the public and private sectors on issues related to research and the submission of research funding proposals.
• Ensures that needed materials, handouts, videos and other supplies for meetings/seminars are complete and available.
• Updates and maintains related filing systems to ensure access and timely retrieval of information.
• Performs other related duties as assigned.

•We acknowledge that Providence Health Care and the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the x?m??kw?y??m (Musqueam), Skwxwu7mesh (Squamish), and S?l?ilw?ta?/Selilwitulh (Tsleil-Waututh) Nations.•