Administrative Assistant - Cat 4 (Temp)

BC College of Nurses and Midwives•Vancouver, BC

9d•Hybrid

About The Position

The British Columbia College of Nurses & Midwives (“BCCNM”) is the college empowered under the Health Professions Act to regulate the practice of all licensed practical nurses, nurse practitioners, registered midwives, registered nurses, and registered psychiatric nurses in British Columbia. Regulation helps to protect the public by ensuring that professional care or service received by the public is competent, ethical, and meets the standards that society views as acceptable. As western Canada’s largest health profession regulator, we believe a diverse and inclusive team enriches our efforts to protect the public. We welcome applications from all who reflect of the communities we serve and especially encourage Indigenous Peoples and members of equity-seeking groups to apply. We believe diverse perspectives and experiences bring both innovation and better outcomes to the work we do and the decisions we make. BCCNM is committed to working with Indigenous Peoples and health system partners to support Indigenous-specific anti-racist practices in the health system. As the largest health regulator in Western Canada, BCCNM has the opportunity to influence the health professionals we regulate, as well as the broader health-care system, to break the cycle of racism, and improve health outcomes for Indigenous Peoples. BCCNM has pledged to become culturally safe and anti-racist, and to support the health professionals we regulate to do the same. To support this, we provide training opportunities to facilitate your journey and expect you to demonstrate a commitment to ongoing learning related to Indigenous cultural safety and humility and to support organizational actions addressing Indigenous-specific racism in BC’s health care system. We promise to provide you with rewarding work where you will be part of a passionate team contributing to our important mandate of protecting the public. As a member of the team, you can expect to be working in a collaborative, team-based environment, and treated in a respectful and professional manner. To support you in work and life, we provide an employee assistance program and a fitness allowance perk. Working with us allows you to enjoy flexible hybrid work. This position is located in Vancouver, but you’ll be able to work remotely up to 3 days a week. Our office is closed for the 11 statutory holidays in B.C. as well as Easter Monday and Boxing Day.

Requirements

At least four years of related experience
At least a high school diploma and business college certificate, or equivalent
Demonstrate advanced skills in standard office software applications, in particular, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Visio)
Ability to learn software programs and to become familiar with software upgrades at an advanced level
Be able to type at least 60 wpm
Ability to take initiative and exercise independence of judgment and action with minimal supervision
Ability to organize and prioritize own work with minimal supervision
Ability to deal effectively and efficiently with registrants, members of the public and staff
Ability to follow policies, procedures, practices, and directions as related to the duties of the job
Maintain confidentiality and discretion of information received while performing regular work functions.
Effective communication, collaboration skills and customer service skills
Fosters and maintains an organizational culture that promotes mutual respect, teamwork, and service excellence.

Responsibilities

Performs routine word processing tasks to produce, with the aid of existing templates, routine reports, correspondence, memoranda, standard office forms and facsimiles.
Responsible for maintaining non-complex filing, and record systems. Assists in reproduction of documents (photocopying, collating, etc.)
Performs routine data entry tasks using the organizations software and other online systems.
Greets and receives visitors, answers phone calls, takes messages, answers routine questions, gathers or relays standard or straightforward information.
Receives, sorts, distributes and processes facsimile transmissions, mail and courier packages.
Maintains appropriate levels of standard office supplies as directed.
Makes office equipment and room booking arrangements as required; performs general catering duties including preparing meeting rooms for scheduled use, supply of refreshments and cleaning afterwards.
Generally, maintains tidy work areas.
May be assigned to provide similar clerical support to other departments or to float to other areas of the organization to provide support of a similar nature as required.
Uses advanced proficiency in developing and editing of Word, PDF, and Excel templates and presentation materials through the use of PowerPoint, Visio and/or other graphic applications as appropriate.
Organizes and coordinates materials for meetings, prepares agendas, records minutes, and tracks completion of action items.
Supports the coordination, scheduling and delivery of meetings and events on virtual platforms such as WebEx or Teams, troubleshoots routine technical issues as needed.
Supports the development and maintenance of processes and tracking for various program review activities, including records of education program review motions, education program decisions, committee expenses, etc.
Reviews, organizes, and manages confidential documents with accuracy and discretion.
Maintains and regularly updates all EPR-related tracking documents with a high level of accuracy and attention to detail.
Assists Education programs in submitting program review materials via SharePoint in the specified format.
Supports SharePoint file transfer processes.
Coordinates and supports engagement with NCSBN to facilitate good standing checks for exam development.
Processes and reconciles financial reports such as expense reports, Visa statements, and invoices.