Our Negotiations team is looking for their next Senior Administrative Assistant for our Vancouver Office. The ideal candidate will have a proven track record as a strong communicator, high attention to detail, resourceful and strong interpersonal skills. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Negotiations team.
The Negotiations team makes a meaningful difference for the medical profession, patients and our health care system by representing physicians in negotiations with the BC government for the Physician Master Agreement, as well as other provincial agreements and local contract negotiations with Health Authorities and other publically funded agencies. The Negotiations team also advocates on issues of importance to the profession and to patients, helping to make positive change in the health care system by providing support to Joint Collaborative Committees (JCCs).
Senior Administrative Assistant, Negotiations Team
Reporting to the Chief Negotiator, the Senior Administrative Assistant, Negotiations provides administrative support to the Chief Negotiator, The Director of Negotiations, the Negotiations team staff and related committees.
WHAT SUCCESS LOOKS LIKE
Provides Administrative Support to the Executive Director (ED) of Negotiations and other Departmental Staff:
Serving as the primary point of contact for the Chief Negotiator.
Scheduling appointments and meetings, making travel and accommodation arrangements, and ensuring that the Chief Negotiator is prepared for all meetings.
Providing administrative and coordination support to the Chief Negotiator; including formatting/finalizing of correspondence, memos, final agreements, etc.
Coordinating and preparing department and committee budgets; monitoring and reviewing monthly financials and providing feedback to the Chief Negotiator.
Ensuring the effective and accurate flow of requested information from the Chief Negotiator and the Director of Negotiations to staff, Sections, Societies, and Government.
Researching and analyzing data and findings, composing reports, prioritizing tasks, and following up on multiple matters, including those of sensitive and/or confidential nature at the request of the Chief Negotiator and Director of Negotiations.
Maintains the departments file inventory and filing system in accordance with the records retention and disposal schedules.
Establishes a bring-forward system to set priorities and assuring that needed materials and personnel are available to meet assignments and deadlines.
Manages multiple SharePoint sites for related committees.
Attends and takes minutes for the Joint Administrative Agreement Group.
Provides administrative support to the Negotiations team as a whole.
Preparation and coordination for signing of all Doctors of BC negotiated agreements with the government and other third parties. Distribution of the agreement post signing and posting of agreements and related documents on the Doctors of BC website. Preparation of original documents for the transfer to the Doctors of BC Archives, including the preparation of transfer folders.
Processing invoices for payment by preparing cheque requisitions for approval and signature.
Maintains the Negotiations team member service database and uses the data to develop reports on the activities of the team.
Issues a monthly member survey on closed negotiations files and reports results to the Chief Negotiator and the CEO.
Organizing and Coordinating Complex Meetings for Various Negotiations Committees, Negotiations, Arbitration's, Mediation and Conciliation:
- Organizes, coordinates and provides administrative support to the Statutory Negotiating Committee, the Negotiations Forum, the Negotiations Coordinating Group, the Alternative Payments Physicians Issues Committee, the Alternative Payments Committee, committees and groups responsible for WSBC negotiations, local group negotiations and for the Joint Agreement Administrative Group as well as other committees established under the PMA that the Negotiations team supports.
- Liaises with Chairs, members and external negotiators regarding various issues
- Organizes meetings and catering, books travel, prepares and distributes agendas, transcribes minutes, follows up on action items, types reports, copies and faxes materials, and monitors Committee budgets.
WHAT YOU BRING
- Three to five years of related experience as a senior administrative assistant or an equivalent combination of education, training, and experience
- High school graduation supplemented by post-secondary education such as business and secretarial courses
- Knowledge of administrative and committee functions and processes.
- Demonstrated ability to draft routine correspondence, transcribe minutes and organize the administrative aspects of committees.
- Excellent word processing, and computer skills including MS Outlook, MS Word, MS Excel, MS PowerPoint and SharePoint.
- Adept at balancing major concurrent tasks and projects and meet deadlines
- Strong problem solving and diplomacy skills; commitment to quality and excellence
- Excellent communication, interpersonal and organizational skills.
- Demonstrated ability to work both independently and as a team player
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We were also named Canada’s #10 Best Workplaces by Great Place to Work for 2019’s Top 50 Employers in Canada!! Learn More Here!
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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