Program Assistant, MAiD, Burnaby

Fraser Health • Burnaby, BC

20h • Onsite

About The Position

Join Our Team at Burnaby-Production Way
Are you an organized, detail‑oriented professional who thrives in a fast‑paced healthcare environment? We’re looking for a collaborative and dependable individual to provide secretarial, clerical, and administrative support that keeps our programs running smoothly and our teams supported.
In this role, you’ll be at the heart of daily operations—maintaining workflow, supporting staff and clients, coordinating meetings, managing records, and serving as a friendly first point of contact for inquiries. If you enjoy variety, take pride in your organizational skills, and like being the person others rely on, this role is for you.

Requirements

• Grade 12, graduation from a recognized administrative assistant or secretarial program plus two (2) years recent related experience or an equivalent combination of education, training and experience.
• Ability to operate a personal computer using applicable software applications.
• Ability to analyze and resolve programs.
• Ability to work independently and in cooperation with others.
• Ability to type at 50 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal effectively with others.
• Ability to plan, organize, and prioritize work.
• Ability to operate related equipment such as photocopiers and fax machines.
• Physical ability to perform the duties of the position.

Responsibilities

• Keep the office moving by supporting day‑to‑day administrative operations
• Prepare correspondence, reports, and documents using word processing and office software
• Perform data entry, maintain client and program files, and prepare statistical information
• Coordinate meetings by booking rooms, preparing agendas, and recording minutes
• Support timekeeping, prepare information and resource packages, and maintain office supplies
• Provide receptionist services, answer phones, respond to general inquiries, and greet visitors
• Sort and distribute mail while supporting a collaborative, professional office environment
• Provides secretarial and administrative support to the Manager and program team by drafting correspondence, typing or formatting a variety of documents such as reports, presentations, letters and memoranda; records minutes and agenda for distribution; follows up on action items as required; schedules meetings, appointments and maintains calendars. May coordinate events such as educational workshops.
• Resolves day-to-day administrative problems impacting the smooth workflow and operations of the office; develops new work methods and procedures; identifies programs and recommends alternative solutions.
• Performs word processing and data entry functions in a computerized environment utilizing various software applications by performing functions such as inputting client information, maintaining registries, developing templates and typing from handwritten draft or general instruction; creates and maintains spreadsheets.
• Prepares information/resource packages by updating, photocopying and collating packages for distribution as required; prepares presentation materials such as overheads, computer-generated slides and handout materials by utilizing software, typing, scanning and formatting material.
• Prepares and maintains statistical information; downloads data, creates reports and distributes relevant documents.
• Assists in the recruitment and selection of staff by performing duties such as reviewing applications and participating on interview panels.
• Updates and maintains client information by entering data on client files and lists; performs general record management duties such as assembling files and record archives, assigning file numbers, preparing file folders and filing and distributing documents and files.
• Performs general payroll functions such as tracking hours worked, reviewing timesheets for accuracy and signatures.
• Prepares and places purchase orders with internal and external suppliers as required for approval and signatures; monitors stock of office supplies, forms and equipment; orders supplies, verifies invoices against orders and goods received and follows up on or reports discrepancies to the Manager.
• Performs clerical duties such as faxing, photocopying, sorting, screening and distributing mail; sorts and distributes correspondence and documents for the general information of the department; prepares outgoing packages for shipping and signs for receipt of incoming packages and shipments when required.
• Performs receptionist duties such as answering the telephone and directing calls to appropriate staff; takes messages, answers routine inquiries and provides information of a general nature.
• Performs other related duties as required.

Benefits

• Comprehensive, 100% Employer-Paid Benefits
• Generous Vacation Time: eligible employees can earn up to four weeks of vacation
• Benefit Portability: Seamlessly transfer your benefits from another HEABC employer.
• Immediate Pension Enrollment: Secure your future with a defined municipal pension plan from day one.
• Maternity Top-Up: Receive top-up during maternity leave.
• TransLink Pass Subsidy: Save on commuting costs with a 50% subsidy on TransLink passes
• Additional employee discounts and perks available.

What This Job Offers

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