Administrative Assistant, Urban Health Leadership

Providence Healthcare • Vancouver, BC

2d • Onsite

About The Position

In healthcare, strong operational leadership depends on great support. At Providence Health Care, our Urban Health teams support some of the most vulnerable populations in Vancouver, patients with complex social and medical needs, and our management team is now hiring an Administrative Assistant to help keep leaders, teams, and operations organized and running smoothly so we can deliver the best patient care we can to the communities we serve. Supporting the Program Director and several Patient Care Managers, this role is ideal for someone who enjoys being the operational backbone of a team: coordinating priorities, managing administrative tasks, and supporting leaders so they can stay focused on operational duties. This is currently a 1-year temporary position, with the possibility of extension. The posting will be open until Friday May 15th at 11:59PM. Please submit your application before then to be considered. Only shortlisted applicants will be contacted.

Requirements

• 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.
• 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.
• 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 50 WPM.
• Ability to handle confidential information with tact and discretion.
• 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.
• Ability to use related equipment.
• Physical ability to perform the duties of the position.

Nice To Haves

• Knowledge and use of MS Visio and web publishing software would be an asset.

Responsibilities

• Provide high-level administrative support to leadership: Support the Program Director and Patient Care Managers with calendar management, meeting coordination, correspondence, document preparation, expense processing, recruitment support, and other day-to-day operational priorities in a busy healthcare environment.
• Coordinate meetings, communications, and operational workflows: Organize and support meetings and committees from start to finish—including scheduling, agenda preparation, minute-taking, follow-up actions, and coordination with internal and external partners—while managing confidential communications and competing priorities.
• Support staffing, reporting, and departmental operations: Assist with recruitment activities, onboarding, payroll/timekeeping processes, financial documentation, office coordination, and maintenance of records, databases, and reports that support effective program operations.
• Help keep a complex, fast-paced program running smoothly: Act as a key administrative resource for the Urban Health leadership team by anticipating needs, problem-solving independently, collaborating with other support staff, and ensuring operational continuity across multiple teams and priorities.
• Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, brochures/pamphlets/notices, rosters/schedules 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 Executive Director/Director/Operation Leader/Manager/Leader or designate. 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.
• Makes travel arrangements and reservations including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.
• 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.
• Supports Executive Director/Director/Operations Leader/Manager/Leader or designate 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, Patient Relations 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.
• Attends a variety of committee and departmental meetings to provide secretarial support and/or provide information including typing and circulating agendas, recording proceedings, transcribing minutes and reports and taking follow up action as required.
• Performs a variety of receptionist/clerical duties such as greeting and directing visitors, answering general inquiries, answering the telephone, receiving and relaying messages, and forwarding public inquiries/concerns appropriately.
• Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information.
• Supports project teams, and if required, prepares financial and statistical reports and/or supporting documents/research materials. Assists Executive Director/Director/Operations Leader/Manager/Leader or designate with compilation and preparing of budget related documentation.
• Maintains equipment and office supplies according to department needs and budget, by identifying depleting items, completing internal or external requisitions, checking and verifying receipt of items as ordered. Contacts maintenance and building management in response to issues (e.g, repairs, security access) as required.
• Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.
• May be required to maintain and update various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.
• May be required to assist with the scheduling/placement of students by performing duties such as liaising with academic institutions, students and program areas to coordinate placement, answer inquiries and process documentation.
• Processes cheque requests and invoices for expenditures, collects and deposits funds and maintains banking records and reports as needed.
• Produces and edits timekeeping records and submits to payroll if required; liaises with payroll re employee inquiries and makes adjustments as required.
• Works collaboratively with other support staff and provides coverage as needed.
• Performs other related duties as assigned.

Benefits

• Competitive Pay: $25.26 - $33.15 CAD per hour / $49,445 - $64,897 CAD per year, 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. Paul’s 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. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s 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.
• Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.
• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED