Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Manager, Program Support, the Program Support Supervisor is responsible for ensuring the smooth delivery of administrative, financial and logistics activities for education and training programs within BCEHS Learning by supervising support staff and overseeing the workflow. This includes the coordination of suppliers, vendors, caterers, and travel arrangements; draft preparation and changes to education and instructor/evaluator schedules; and the review and confirmation of expenditures and invoices. This role provides a variety of office administration, clerical and financial functions for BCEHS Learning and designated leader(s) by utilizing established software applications, including learning management system(s) (LMS) Microsoft Outlook, Excel, and Word. Working in conjunction with senior leadership, the Program Support Supervisor ensures that the area maintains continuously improved administrative processes and procedures so that they are streamlined, accurate and best to support the department needs and course/program delivery at BCEHS.

Duties/Accountabilities:

1. Supervises designated support staff by performing duties such as scheduling and coordinating work assignments, monitoring work, determining related training and orientation requirements for staff, and providing input to performance evaluations.
2. Coordinates the administrative, clerical, purchasing and financial support functions for Learning and oversees the workflow of the department by establishing work schedules and priorities, organizing operating procedures to meet departmental needs, and providing work guidance and ongoing support to staff to ensure performance standards and legislative policies are met.
3. Identifies new and/or current areas requiring training and development and/or changes, developing training materials for support staff, organizing sessions, facilitating training sessions, and maintaining up-to-date staff training records as appropriate.
4. Participates in the selection of staff by screening applicants, arranging for testing, sitting on interview panels, and providing input through the interview process.
5. Develops and documents new work methods and procedures and identifies and investigates problems and finds alternative solutions in collaboration with the team. Provides options and recommendations of changes to Manager and communicates new information and changes to staff. Refers non-routine matters to Manager as required.
6. Oversees and provides support to designated staff regarding administrative and financial functions for Learning. This includes negotiation of rates for suppliers and vendors for facilities and catering, coordination of travel arrangements, draft preparation and changes to course/program and instructor/evaluator schedules, and course set up and maintenance in the LMS. Reviews and confirms expenditures and invoices. Records and tracks month end accrual information from vendors for the department. Refers non-routine issues and concerns to Manager as appropriate.
7. Performs administrative duties such as scheduling and chairing team meetings, responding to inquiries, screening incoming materials, sorting, prioritizing, logging, and distributing incoming/outgoing correspondence, and updating and developing online resources for Learning. Responds to financial queries and problems such as delayed or duplicate payments, rate changes and recording errors. Investigates issues, initiates corrective action and follows up as required.
8. Collaborates with a variety of departments to resolve issues and develop solutions for course/program needs and ensure successful course/program delivery.
9. Produces documents for Learning, such as reports, correspondence, presentation materials, spreadsheets, and memos, by using established software applications. Maintains and updates various computer databases.
10. Maintains the timekeeping records for staff. Ensures the correct and timely input of payroll and personnel related data into the staff scheduling system.
11. Provides administrative support to Managers and department staff, including determination of urgency and nature of requests, resolution of schedule conflicts, contacting relevant parties, and preparing correspondence for Manager’s signature.
12. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience
• Grade 12 supplemented by accounting courses and four (4) years’ recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to supervise.
• Ability to keyboard at 50 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.