Administrative Assistant, Lower Mainland Biomedical Engineering

Salary

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

Job Accuracy Posting Flag

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

Summary

The Lower Mainland Biomedical Engineering (LMBME) consolidated group under Providence Health Care is currently accepting applications for Biomedical Engineering Technologists at our various sites across the Lower Mainland. VGH UBCH LGH RH SPH BCCW BH RCH SMH ARHCC and others.

Reporting to the Administrative Supervisor and receiving day-to-day work direction from the Directors and/or Operations Managers in Lower Mainland Biomedical Engineering the Administrative Assistant Biomedical Engineering:

• performs a variety of confidential administrative and secretarial support functions in support of the LMBME senior management team and coordinates daily office activities for operational and/or corporate area(s)
• uses a variety of software applications to produce reports maintain databases and develop presentation materials
• schedules and coordinates meetings distributes agendas takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal labor relations and disciplinary correspondence
• responds to inquiries from internal and external sources as appropriate
• supports the preparation of financial and statistical documentation
• performs clerical duties such as processing mail filing faxing and answering inquiries by phone or email
• works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects

What You Bring

Education:
High School Diploma completion of a recognized secretarial program and three (3) to five (5) years recent related experience supporting management staff or equivalent combination of education training and experience.

Skills and Abilities:
Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
Ability to manage multiple complex and competing priorities.
Ability to develop interpret apply and communicate administrative policies procedures and practices.
Demonstrate flexibility to meet and adapt to changes in organizational priorities.
Ability to conduct role in four health authority systems adapting approach depending on where Director/Operations managers work
Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
Ability to communicate effectively both verbally and in writing.
Ability to work with minimal supervision.
Ability to keyboard at 60 WPM.
Demonstrated ability to use tact and discretion when preparing handling and disclosing confidential information.
Ability to problem-solve and develop solutions.
Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
Demonstrated ability to work effectively both independently and as part of a team.
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 Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
Familiarity with staff scheduling systems / processes.
Ability to use related equipment.
Physical ability to perform the duties of the position.
Demonstrated ability to promote and enable a positive team working environment.

What We Offer

A competitive salary: The salary range for this position is $25.26 - $33.15 per hour depending on experience.

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. Pauls 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. Pauls Hospital and health campus will continue to lead innovations in care research and teaching. The new St. Pauls 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.

Your day to day:

• Supports Directors Operations Managers or designate(s) by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment selection and performance management confidentiality issues and/or workplace health and safety activities. Follows up with departments such as Human Resources Finance Supply Chain Patient Safety and Risk Management as required. Assists with setting up and coordinating of interviews of candidates for position vacancies. Assists with items such as new hire/staff/student orientation identification documents and computer set up requirements as needed. Completes related processes paperwork forms and ensures accuracy of employee information and related coding and subsequent updates.
• Utilizes word processing spreadsheet and graphic software to produce a variety of technical and non-technical materials such as reports policy and procedure updates financial tracking and analysis schedules communication updates labels correspondence memos minutes forms and presentation materials for meetings and seminars. Develops and maintains spreadsheet and database software to record retrieve analyze and display data. Utilizes business diagram software to prepare flow charts project plans organizational charts and other material.
• Schedules prioritizes and organizes meetings and seminars in collaboration with Directors Operations Managers or designate(s). Considers nature of request and resolves time conflicts. Invites and confirms attendance of guests assists with room bookings and set up arranges for necessary equipment supplies and catering; prepares and distributes agendas attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.
• Handles day-to-day correspondence including processing confidential mail and email files photocopies and faxes. Identifies prioritizes and takes follow up action on items by responding to verbal and written communication and liaising internally and externally to respond to share information clarify details and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate leader.
• Provides administrative support to LMBME Directors Operations Managers or designates in the capital equipment process for their health authorities including correspondence collecting and tracking requests and analyzing data.
• Supports Directors and Operations Managers or their designates to review analyse and update data contained in the BC BME computerized maintenance management system including recording and tracking medical device alerts and hazards and maintaining the provincial Medical Device Alerts registry.
• Compiles tracks inputs information and runs reports on a variety of statistical and other information related to departmental activities (such as project work overtime quality assurance timekeeping contracts purchased services/goods etc.). Maintains related databases and charts and audits for inaccuracies. Assists with the dissemination of information and knowledge related to projects and key programs and initiatives.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence living our Mission Vision and Values means providing British Columbians with compassionate socially just exceptional and innovative care every day.

From our humble roots 129 years ago Providence has grown into globally renowned research teaching and care organization. As individuals within a mission-driven organization we choose to be part of Providence Health Care because we value the organizations long commitment to social justice and compassionate care and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Pauls Hospital site is located on the traditional ancestral and unceded territory of the Coast Salish Peoples including the territories of the xʷməθkwəyəm (Musqueam) Skwxwú7mesh (Squamish) and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations .

Required Experience:

Junior IC