Coordinator, Project and Administrative Support

Job title:

Coordinator, Project and Administrative Support

Company

Provincial Health Services Authority

Job description

Coordinator, Project and Administrative SupportChildren’s & Women’s Health CenterVancouver, BCIn accordance with the Purpose, Vision, Values and Coast Salish Teachings, 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.Reporting to the Business Affairs Manager, the Coordinator works to identify, prioritize, coordinate, and document projects and portfolio activities. Plays a key role in supporting the Quality, Data and Evaluation Team by coordinating administrative support and liaising with internal and external partners on ongoing activities and initiatives, including communicating project processes and updates, reporting to multiple groups, and providing documentation and direction to address questions and strategize on concerns. Coordinates the flow of information, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, submits HR and Finance information, and maintains office equipment and supplies.What you’ll do

• Coordinates the implementation of project and portfolio activities resulting from project planning or organizational direction. Monitors the execution of project and portfolio activities ensuring that they adhere to standard processes. Identifies where activities do not adhere to guidelines, and works with various partners to investigate, articulate implications, and provide potential solutions to the leadership team.
• Prepares documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used. Compiles information into structured reports.
• Identifies, collects and analyzes relevant information relating to current project or portfolio activities including identifying processes requiring improvement and provides input and recommendations to the leadership team. Presents project and portfolio updates to internal partner groups, external agencies, organizations and other collaborators. Assists with the dissemination of information and knowledge related to project or portfolio activities.
• Actively supports the management and facilitation of both time-limited projects and ongoing portfolio activities to identify best strategies and activities for team members and other partners. This includes identifying appropriate staff and assisting them in accessing and utilizing appropriate tools and resources in an efficient manner.
• Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Maintains a consistently updated and accurate appointment schedule for the Provincial Director and others as required. Coordinates 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 to assist in decision making and meeting facilitation.
• Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.

What you bringQualifications

• A level of education, training and experience equivalent to a Bachelor’s degree plus a minimum of three (3) years of experience in a health, social services, government or community organization. Knowledge of project planning, communications, implementation and documentation. Understanding of and practical skills in project coordination / management, research and evaluation. Knowledge of funding sources, accounts, operational and capital budgets and reporting. Related experience in conducting literature searches and reviews, best practice reviews, working collaboratively with a wide range of internal and external partner groups. Knowledge of relevant computer software applications and familiarity with internet search engines, websites and navigation. Sound judgment, tact and diplomacy. Ability to work effectively and collaboratively in a demanding and dynamic environment. Excellent oral and written communication skills. Ability to think critically and a self motivated starter. Ability to manage multiple priorities and obtain consensus with multiple invested partners.

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: $$57,347 – $75,268 /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: 1770 W 7th Ave, Vancouver, BC V6J 4Z9
Closing date: Applications accepted until position is filled
Hours of Work: 0800 – 1600 (Monday to Friday)
Requisition # 170055EAs 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 August 5, 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 # 170055E-2421408
Work Site 1770 West 7th Avenue, Vancouver
Job Type Regular, Full-Time
Salary/Rate $57,347.00 – $75,268.00 / Year
FTE 1.00
Hours of Work 0800 – 1600
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date 27-Aug-2024

Expected salary

$75268 per year

Location

Vancouver, BC

Job date

Wed, 31 Jul 2024 01:15:22 GMT

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