Coordinator, Administrative Operations

Job title:

Coordinator, Administrative Operations

Company

Provincial Health Services Authority

Job description

Coordinator, Administrative OperationsBC Centre for Disease ControlVancouver, BCIn accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Chief Operating Officer, BCCDC Operations, the Coordinator, Administrative Operations provides confidential administrative and project coordination and support for BCCDC administration and operational excellence. Manages calendar for the Chief Operating Officer, coordinates committee(s) including minute taking/agenda development and all activities related to the committee(s). Triages information of a sensitive and confidential nature, professionally represents the interests of the Chief Operating Officer and the organization, communicates in a compelling manner to influence and persuade internal and external stakeholder at all levels, and keeps the Chief Operating Officer apprised of issues and activities. Interacts with senior leaders, managers, and directors and works with other Administrative Assistants to organize and coordinate administrative and project functions of the BCCDC operations including workload and agency-wide activities and projects.What you’ll do

• Produces and maintains a variety of accurate and well-designed documents including correspondence, expense claims, memos, minutes and meeting agendas. Maintains readily accessible paper-based and electronic information files. Produces a variety of documents and responds to correspondence received by the Central Administration Office.
• Develops, implements and supports office procedures consistent with PHSA and BCCDC best practice standards. Ensures the necessary flow of information through PHSA, the BCCDC and other partners while maintaining appropriate levels of security and confidentiality.
• Monitors contract expiry dates and liaises with Chief Operating Officer on upcoming contract expiry and renewals. Drafts contracts for approval and sign off by Chief Operating Officer.
• Conducts background research on various topics, summarizes information and drafts presentations.
• Coordinates and participates in project activities ensuring they are done in an efficient manner and are completed within the required timelines.
• Coordinates the dissemination of information and knowledge related to projects and initiatives to internal and external stakeholder groups through a variety of vehicles.
• Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Develops and coordinates key committee meeting activities by developing the agendas and background materials, taking minutes, and ensuring timely follow-up actions.
• Ensures that administrative matters are organized and dealt with in a timely, organized and professional manner. Assists with transition for new and outgoing central office staff.

What you bringQualifications

• A level of education, training and experience equivalent to a Bachelor’s degree in Planning, Business Administration, Social Sciences, Health Administration or related field supplemented by completion of courses in project management, and five (5) years of experience in a responsible administration, project management and business operations role at a senior level in a health, social services, government or community organization.
• Demonstrated initiative, high motivation, independent problem solving and creative solutions implementation capabilities. Proven organization skills and ability to coordinate multiple projects and meet deadlines with high attention to detail. Demonstrated ability to manage projects on time and budget. Demonstrated ability to work in a complex fast paced environment with minimal supervision and procedural guidelines and to be flexible to meet and adapt to changes in organizational and project priorities. Demonstrated advanced skills in word processing, spreadsheet, planning and presentation software. Excellent written and verbal communications skills. Strong people and team skills with demonstrated ability to engage others both internal and external to PHSA and provide guidance, leadership and facilitation for problem solving. Demonstrated organizational skills and ability to prioritize workload and work under pressures to meet multiple deadlines.
• Valid Drivers’ License.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC’s Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bringEvery 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-TimeSalary Range: $62,239 – $89,469 /year. 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: 655 W 12th Ave, Vancouver, BC V5Z 4R4
Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 167800EAs per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.What we doThe Provincial Health Services Authority ( ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.Learn more about PHSA and our programs:PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’kula Team (Indigenous Recruitment & Employee Experience) for support at .Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as 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.ATTN: PHSA Employees:To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.caPlease note the internal job posting will no longer be accessible after the expiry date of June 25, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at [email protected] and a Help Desk Representative will contact you the next business day.
Labor Agreement Excluded
Requisition # 167800E-2419258
Work Site 655 West 12th Avenue, Vancouver
Job Type Regular, Full-Time
Salary/Rate $62,239.00 – $89,469.00 / Year
FTE 1.00
Hours of Work 0800-1600
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date 17-Jul-2024

Expected salary

$62239 – 89469 per year

Location

Vancouver, BC

Job date

Wed, 19 Jun 2024 22:45:19 GMT

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