Administrative Assistant, Lower Mainland Biomedical Engineering

Providence Healthcare • Vancouver, BC

1d • CA$25 - CA$33 • Onsite

About The Position

The Lower Mainland Biomedical Engineering (LMBME) consolidated group under Providence Health Care is currently accepting applications for Biomedical Engineering Technologists at our various sites across the Lower Mainland. VGH, UBCH, LGH, RH, SPH, BCCW, BH, RCH, SMH, ARHCC, and others.

Reporting to the Administrative Supervisor, and receiving day-to-day work direction from the Directors and/or Operations Managers in Lower Mainland Biomedical Engineering, the Administrative Assistant, Biomedical Engineering:

- performs a variety of confidential administrative and secretarial support functions in support of the LMBME senior management team and coordinates daily office activities for operational and/or corporate area(s)
- uses a variety of software applications to produce reports, maintain databases and develop presentation materials
- schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence
- responds to inquiries from internal and external sources as appropriate
- supports the preparation of financial and statistical documentation
- performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email
- works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects

Requirements

• High School Diploma
• Completion of a recognized secretarial program
• 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.
• Demonstrate flexibility to meet and adapt to changes in organizational priorities.
• Ability to conduct role in four health authority systems, adapting approach depending on where Director/Operations managers work.
• 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 60 WPM.
• Demonstrated ability to use tact and discretion when preparing, handling, and disclosing confidential information.
• 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.
• Demonstrated ability to promote and enable a positive team working environment.

Nice To Haves

• Knowledge and use of MS Visio and web publishing software would be an asset.
• Familiarity with staff scheduling systems / processes.

Responsibilities

• Performs a variety of confidential administrative and secretarial support functions in support of the LMBME senior management team and coordinates daily office activities for operational and/or corporate area(s).
• Uses a variety of software applications to produce reports, maintain databases and develop presentation materials.
• Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence.
• Responds to inquiries from internal and external sources as appropriate.
• Supports the preparation of financial and statistical documentation.
• Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email.
• Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.
• Supports Directors, Operations Managers or designate(s) 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, Supply Chain, Patient Safety 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.
• Completes related processes, paperwork, forms, and ensures accuracy of employee information and related coding and subsequent updates.
• Utilizes word processing, spreadsheet and graphic software to produce a variety of technical and non-technical materials such as reports, policy and procedure updates, financial tracking and analysis, schedules, communication updates, labels, correspondence, memos, minutes, forms 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 Directors, Operations Managers or designate(s).
• 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.
• 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.
• Provides administrative support to LMBME Directors, Operations Managers or designates in the capital equipment process for their health authorities, including correspondence, collecting and tracking requests, and analyzing data.
• Supports Directors and Operations Managers or their designates to review, analyse, and update data contained in the BC BME computerized maintenance management system, including recording and tracking medical device alerts and hazards, and maintaining the provincial Medical Device Alerts registry.
• Compiles, tracks, inputs information, and runs reports on a variety of statistical and other information related to departmental activities (such as project work, overtime, quality assurance, timekeeping, contracts, purchased services/goods etc.).
• Maintains related databases and charts and audits for inaccuracies.
• Assists with the dissemination of information and knowledge related to projects and key programs and initiatives.

Benefits

• A competitive salary: The salary range for this position is $25.26 - $33.15 per hour, 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.

What This Job Offers

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