Program Administrative Assistant, Long Term Care

The salary range for this position is CAD $25.26/Hr. - CAD $33.15/Hr.

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Join a dynamic healthcare team where your organizational expertise and attention to detail will make a meaningful impact. As a Program Administrative Assistant, you will provide comprehensive administrative support to program and operational leaders, helping ensure the smooth delivery of patient care services. In this fast-paced and collaborative role, you will coordinate confidential communications, prepare reports and presentations, manage information and records, and support key organizational initiatives. Working alongside a dedicated team of administrative professionals, you will play an essential role in keeping operations running efficiently while contributing to the success of important healthcare programs and projects.

• High School Diploma
• Completion of a recognized secretarial or business program
• Three (3) to five (5) years recent related experience, or equivalent combination of education, training and experience.

• Ability to handle multiple complex and competing priorities.
• Effective interpersonal skills and ability to maintain harmonious working relationships with others.
• Ability to communicate effectively both verbally and in writing.
• Ability to set priorities and meet deadlines.
• Ability to work with minimal supervision.
• Ability to keyboard at 60 WPM.
• Ability to take and transcribe minutes of meetings.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel, Access, PowerPoint, Outlook), related databases and the Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Working knowledge of basic bookkeeping/accounting procedures and concepts.

• Provide comprehensive administrative support to Program Directors, Physician Leaders, and Operations Leaders by managing calendars, correspondence, office operations, records, filing systems, and priority communications.
• Coordinate meetings, events, and leadership activities by scheduling appointments, preparing agendas and minutes, arranging venues, catering, equipment, and ensuring all follow-up actions are completed.
• Prepare and manage reports, presentations, databases, and program documentation using a variety of software tools to support decision-making, projects, data analysis, and organizational initiatives.
• Support confidential operational and human resources processes including recruitment activities, interview coordination, employee documentation, medical-legal correspondence, labor relations matters, and physician billing administration.
• Assist with program planning, financial, and project management activities by processing invoices and expenditures, supporting capital planning and renovations, maintaining on-call rosters, coordinating stakeholder communications, and contributing to key program and organizational projects.
• 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 xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.