Administrative Assistant

Fraser Health•Surrey, BC

18h•Onsite

About The Position

Are you a highly organized professional who thrives in a fast-paced environment? Do you enjoy balancing multiple priorities, working independently, and providing exceptional administrative support? If so, we invite you to join Fraser Health as an Administrative Assistant supporting our dynamic and collaborative Nurse Practitioner Team. In this important role, you will provide confidential administrative support to the Director and serve as a key point of contact for both internal and external stakeholders. Your ability to anticipate needs, manage competing priorities, and maintain a high level of professionalism will contribute directly to the success of the team.

Requirements

Graduation from a recognized administrative or secretarial program.
Three (3) years of recent related experience in a large, complex organization or healthcare environment.
An equivalent combination of education, training, and experience may be considered.
Grade 12 plus graduation from a recognized administrative or secretarial program, plus three (3) years of recent, related experience in a health care environment, or an equivalent combination of education, training and experience.
Ability to type 55 w.p.m.
Knowledge of relevant software applications including word processing, spreadsheet, database, presentation, graphics, desktop publishing.
Proficiency with all Microsoft Office applications at an intermediate level.
Ability to design and create informational and marketing literature.
Ability to work independently and manage multiple and rapidly changing priorities.
Ability to deal effectively with others.
Ability to operate related equipment.
Physical ability to perform the duties of the position.

Nice To Haves

You are a flexible, self-directed professional with exceptional attention to detail.
You excel at managing multiple responsibilities, adapting to changing priorities, and delivering high-quality work within tight timelines.
Strong organizational and time-management skills.
Professionalism, discretion, and commitment to confidentiality.
Excellent interpersonal and communication abilities.
Sound judgment and ability to work independently.
Positive, service-oriented approach and commitment to supporting others
Your ability to manage multiple priorities, build strong relationships, leverage technology effectively, and consistently deliver high-quality administrative support will be key to your success in this role.

Responsibilities

Manage complex calendars, scheduling and coordinating meetings and appointments.
Perform timekeeping duties and review labour distribution reports for accuracy.
Receive, review, process, and follow up on information, correspondence, and requests.
Develop and implement administrative processes and procedures, identifying opportunities for improvement and implementing effective solutions.
Prepare and review budget-related information by compiling, calculating, and tracking expenditures.
Coordinate meetings, including booking rooms, preparing agendas and materials, recording minutes, and ensuring follow-up on action items.
Maintain records management systems, including electronic and paper filing systems, databases, indexing, and information retrieval.
Support day-to-day operations through a proactive, organized, and customer-focused approach.
Provides confidential administrative support to the Director, Professional Practice and LSI and the Professional Practice and LSI departments.
Drafts, designs, transcribes, and types a variety of documents such as correspondence, reports, presentations, memoranda, education materials, manuals, and flyers.
Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences; resolves scheduling conflicts and issues.
Arranges meetings as directed; books and sets up meeting rooms, prepares agendas, organizes materials, records and prepares minutes, and conducts or ensures action item follow up.
Assists with the preparation and implementation of professional practice and LSI training programs/courses/workshops by compiling and preparing course descriptions, marketing materials, and registration forms/criteria; communicates and markets events through online registration systems, the Professional Practice and LSI intranet page and calendar and other media as appropriate.
Assists with course registration, manages wait lists and communicates with participants.
Provides assistance with conducting pre and post training program/course/workshop evaluations as required; inputs, tracks and reports on statistics.
Creates solutions, processes and systems that enhance the evaluation process.
Assists with onboarding of new staff; works in conjunction with Talent Acquisition and Onboarding, People & Organizational Development and Payroll as required.
Follows up with any outstanding issues, maintains related records and fields onboarding questions.
Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.
Updates and maintains various Professional Practice and LSI core documents including resource materials and internal work process; catalogues and archives materials and makes sure updated documents are available and accessible as appropriate.
Maintains the department's Pulse page ensuring updated information is posted appropriately.
Develops and implements new work methods and procedures.
Identifies problems, develops alternate solutions, and implements changes.
Performs record management duties such as setting up and maintaining filing systems and databases, and conducting file searches for requested information.
Assists with maintaining the department learning hub.
Assists with monitoring expenditures for budget purposes; receives invoices and processes as appropriate.
Performs timekeeping duties and reviews labour distribution reports as required.