Role Summary

The PHSA Communications & Engagement department is seeking a hard-working, fun-loving and curious Program Assistant to serve alongside our Directors and work as a team with the Executive Assistant, who reports to the VP of Communications & Engagement. With the Communications team supporting virtually every program and service across PHSA, this is an opportunity to learn a little about almost everything we do. The department and directors have a reputation for approaching each day with compassion, curiosity and strategic intent to produce compelling communication materials for internal and external audiences. You’ll be serving with the team at the heart of town halls, social media, media pitches, websites, newsletters and so much more. We need a proactive, high energy Program Assistant who can help to keep the Directors on track and the whole department functioning!

This position is accountable for providing confidential administrative and secretarial support for the department, following administrative policies and procedures and organizing the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, maintains office equipment and supplies, and offers administrative support for internal events and communications channels. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents. The Program Assistant supports leadership in setting a positive, collaborative, culturally safe and efficient tone for the program/department.

Duties:

• Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing the Communications inbox for immediate attention, distributing as appropriate, taking and relaying messages.
• Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, as well as website and intranet content, in an accurate and timely manner including material that is confidential or sensitive in nature. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Enters and collects data, and compiles relevant statistical information and reports.  
• Maintains a consistently updated and accurate meeting schedule for the program/department as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
• Authorizes expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. Ensures appropriate supplies and support materials are available and equipment is in working order. Coordinates and standardizes the implementation of technology (new and existing) within the program.
• Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
• Initiates follow-up processes with staff and others. Resolves day-to-day problems as required through the lens of equity and cultural safety, evaluates operating procedures, and advises management as necessary. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
• A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
• Demonstrated ability to work independently and collaboratively, resolve administrative issues/problems, manage competing priorities, and adapt effectively to changing organizational needs.

Qualifications:

• Demonstrated proficiency in Microsoft Office 365 applications, including SharePoint, word processing, spreadsheet and presentation software, at an intermediate level.
• Strong organizational, interpersonal and time-management skills, with the ability to prioritize work loads, work effectively under pressure, and meet deadlines.
• Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. Demonstrated ability to record and transcribe minutes of meetings and type at a speed of 60 words per minute.