Program Assistant, Rehab & Development Management - Sunnyhill
Top Benefits
About the role
Program Assistant, Rehab & Development Management - Sunnyhill
Children's & Women's Health Center
Vancouver, BC
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Assistant reports to a Director and serves as a vital linkage and communication source to keep the program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a program/department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.
What you’ll do
- Respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discuss inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
- Prepare and update various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted.
- Maintain a consistently updated and accurate meeting schedule for the program/department as required. 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 and meeting facilitation. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Authorize expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Complete purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. Ensure appropriate supplies and support materials are available and equipment is in working order.
- Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
- Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary. Provide assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participate in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
What you bring
Qualifications
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
- Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
- Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
- Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Children's & Women's Health Center contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.
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 intermediate 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 words per minute.
- Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
- Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.
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, development, and recognition programs that honour the commitment and contribution of all employees.
- 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).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Regular, Full-Time
Salary Range: $48,476 -$63,624. 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: 4500 Oak St, Vancouver, BC V6H 3N1
Closing Date: Applicants accepted until position is filled
Hours of Work: 08:00-16:00 (Monday to Friday)
Requisition #: 195325E
About Provincial Health Services Authority
Canada's first provincial health services authority.
Provincial Health Services Authority (PHSA) is one of six health authorities – the other five health authorities serve geographic regions of BC. PHSA's primary role is to ensure that BC residents have access to a coordinated network of high-quality specialized health care services.
PHSA operates provincial programs including BC Children's Hospital, BC Women's Hospital + Health Centre, BC Emergency Health Services, BC Cancer, BC Centre for Disease Control and BC Transplant. It is also responsible for specialized provincial health services like chest surgery and trauma services, which are delivered in a number of locations in the regional health authorities.
For career opportunities, visit www.jobs.phsa.ca or email careers@phsa.ca.
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Program Assistant, Rehab & Development Management - Sunnyhill
Top Benefits
About the role
Program Assistant, Rehab & Development Management - Sunnyhill
Children's & Women's Health Center
Vancouver, BC
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Assistant reports to a Director and serves as a vital linkage and communication source to keep the program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a program/department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.
What you’ll do
- Respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discuss inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
- Prepare and update various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted.
- Maintain a consistently updated and accurate meeting schedule for the program/department as required. 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 and meeting facilitation. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Authorize expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Complete purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. Ensure appropriate supplies and support materials are available and equipment is in working order.
- Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
- Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary. Provide assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participate in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
What you bring
Qualifications
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
- Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
- Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
- Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Children's & Women's Health Center contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.
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 intermediate 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 words per minute.
- Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
- Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.
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, development, and recognition programs that honour the commitment and contribution of all employees.
- 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).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Regular, Full-Time
Salary Range: $48,476 -$63,624. 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: 4500 Oak St, Vancouver, BC V6H 3N1
Closing Date: Applicants accepted until position is filled
Hours of Work: 08:00-16:00 (Monday to Friday)
Requisition #: 195325E
About Provincial Health Services Authority
Canada's first provincial health services authority.
Provincial Health Services Authority (PHSA) is one of six health authorities – the other five health authorities serve geographic regions of BC. PHSA's primary role is to ensure that BC residents have access to a coordinated network of high-quality specialized health care services.
PHSA operates provincial programs including BC Children's Hospital, BC Women's Hospital + Health Centre, BC Emergency Health Services, BC Cancer, BC Centre for Disease Control and BC Transplant. It is also responsible for specialized provincial health services like chest surgery and trauma services, which are delivered in a number of locations in the regional health authorities.
For career opportunities, visit www.jobs.phsa.ca or email careers@phsa.ca.