Doctors of BC is looking for a reliable Administrative Assistant for our Physician Health Program team. Are you an organized team-player that demonstrates a high level of professionalism and confidentiality? If you thrive in a fast-paced environment and you are a detail oriented person who takes initiative to complete tasks and solve problems, this may be the right fit for you!
THE TEAM: Physician Health Program
The Physician Health Program (PHP) of British Columbia provides a confidential support and advocacy service for BC physicians, residents, medical students, and their immediate families dealing with personal and/or professional problems. This program supports helping Doctors of BC achieve its purpose: making a difference so doctors across the province can make theirs.
Our mission is to support and advocate for physicians and physicians-in-training. Our vision is a healthy, connected, and resilient physician community. In addition to offering confidential advocacy, support, and referral assistance for physicians and trainees, The Physician Health Program of BC (PHP) also participates in wellness initiatives to promote the ongoing health of our professional community.
THE JOB: Administrative Assistant, Physician Health Program
Reporting to the Executive Director, PHP the Administrative Assistant supports the objectives of the Physician Health Program with the primary goal of supporting all administrative activities related to the PHP team. In conjunction with the Sr. Administrative Assistant the Administrative Assistant is responsible for providing administrative support to the Executive Director and team members of the PHP team, in addition to assisting in supporting all related committees, initiatives, projects and working groups.
WHAT SUCCESS LOOKS LIKE
Provide administrative and secretarial support for the PHP team
Prepare agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants
Maintain situational awareness of a distributed team, routing incoming calls and taking messages.
Assist with maintaining team calendars, scheduling appointments and meetings
Assist with arranging travel and accommodation as required
Schedule on and offsite meetings for working groups and meetings
Book rooms, A/V equipment, and catering, ensure the rooms are tidy after meetings end
Assist with the maintenance of the department’s CRM system
Prepare meeting attendance lists, process honoraria claims
Prepare staff expense forms and payment requests, and maintain departmental purchase orders
Complete registration for conferences and/or seminars and reconcile related expenses
Support the Sr. Administrative Assistant as required and provide vacation coverage
Other administrative duties as required
WHAT YOU BRING
High school graduation supplemented by business and/or secretarial courses with a minimum of 3+ years of recent related experience as an administrative assistant or an equivalent combination of education, training and experience
Excellent written skills and proven ability to develop clear, concise and comprehensive meeting minutes, agendas and written reports
Excellent judgment in setting priorities, identifying issues and determining action required when working under pressure and deadlines
Superior interpersonal, oral communication and relationship management skills
Adept at balancing major concurrent tasks and projects, and working with both office and field staff in a coordinated manner
Proven ability to respond to a wide variety of issues and deal with unclear situations and conflicting demands, and to seek leadership direction and support with priority setting when needed
Interest in administrative process improvement
Excellent computer skills using Word, PowerPoint, Outlook and Excel
Demonstrated ability to work independently and as a member of the team
Works well with or without supervision
Doctors of BC thanks all applicants; however, only those selected for an interview will be notified. Doctors of BC celebrates diversity, challenges inequality and is committed to sustaining an inclusive and diverse community. We do not discriminate against any applicant regardless of age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, socio-economic background, political beliefs and affiliations, family circumstances or other irrelevant distinction.
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