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Coordinator – Project & Executive Administrative Support

Coordinator – Project & Executive Administrative Support

Children’s & Women’s Health Centre

Vancouver, BC

 

Are you efficient and detail oriented? Provide effective support to our clinical teams so we can in turn provide the best health care to our patients.

 

What you’ll do

  • Provide confidential executive administrative support to the Executive Director of the Child Health BC Program and apprise him/her of issues and activities related to the portfolio
  • In collaboration with the Executive Director, coordinate the implementation of project and portfolio activities resulting from project planning or organizational direction. Monitor the execution of project and portfolio activities ensuring that they adhere to standard processes. Identify where activities do not adhere to guidelines, and work with various stakeholders to investigate, articulate implications, and provide potential solutions to them.
  • Prepare documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used. Compile information into structured reports.
  • Identify, collect and analyze relevant information relating to current project or portfolio activities including identifying processes requiring improvement and provides input and recommendations to the Executive Director. Present project and portfolio updates to internal stakeholder groups, external agencies, organizations and other stakeholders. Assist with the dissemination of information and knowledge related to project or portfolio activities.
  • Actively support the management and facilitation of both time-limited projects and ongoing portfolio activities to identify best strategies and activities for team members and other stakeholders. This includes identifying appropriate staff and assisting them in accessing and utilizing appropriate tools and resources in an efficient manner.
  • Maintain a consistently updated and accurate appointment schedule for the Executive Director and others as required. Coordinate 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 to assist in decision making and meeting facilitation.
  • Monitor expenditures, authorize expense reimbursements and invoices up to a pre-determined limit, and develop an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Complete purchase requisitions/online purchasing and forward for processing, and ensure invoices are authorized for payment and submitted for payment.
  • Coordinate communication materials and information, including planning, developing and deploying communications plans and materials using creativity and a variety of media.

What you bring

  • A level of education, training and experience equivalent to a Bachelor’s degree plus a minimum of three (3) years of experience in a health, social services, government or community organization.
  • Knowledge of project planning, communications, implementation and documentation.
  • Understanding of and practical skills in project coordination/management, research and evaluation.
  • Knowledge of funding sources, accounts, operational and capital budgets and reporting. Related experience in conducting literature searches and reviews, best practice reviews, working collaboratively with a wide range of internal and external stakeholder groups.
  • Knowledge of relevant computer software applications and familiarity with internet search engines, websites and navigation. Sound judgment, tact and diplomacy.
  • Work effectively and collaboratively in a demanding and dynamic environment.
  • Excellent oral and written communication skills.
  • Think critically and a self motivated starter.
  • Manage multiple priorities and obtain consensus with multiple stakeholders.

What’s in it for you

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

  • Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
  • Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
  • Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
  • Annual statutory holidays (13) with generous vacation entitlement and accruement.
  • PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type Regular, Full-Time
Location
4500 Oak Street, Vancouver
Work days Monday, Tuesday, Wednesday, Thursday, Friday
Hours of work
0800-1600
Reference number
#114565

 

What we do

BC Children’s Hospital (BCCH) bcchildrens.ca provides care for the most seriously ill or injured children from across British Columbia. BC Children’s Hospital is part of the Provincial Health Services Authority (PHSA).

 

PHSA plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.

 

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

 

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

Labor AgreementExcluded
Requisition #114565-2363325
Work Site4500 Oak Street, Vancouver
Job TypeRegular, Full-Time
FTE1.00
Hours of Work0800-1600
Work DaysMonday, Tuesday, Wednesday, Thursday, Friday
Expiry Date

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.

Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information.

The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously.

To view the third party vendor privacy policy please refer https://www.brainhunter.com/EN/Privacypolicy.html.

Under certain circumstances, some personal information may be disclosed pursuant to the Freedom of Information and Protection of Privacy Act of B.C. For example, where we believe in good faith that the law requires disclosure of such information in response to legal process and law enforcement rights. Security measures have been integrated into the design, implementation and day-to-day operating practices as part of PHSA's continuing commitment to the protection of personal information it holds. View our PHSA Privacy Policy.

If you have any questions about the management of your personal information during the recruitment process, please contact the Manager, Talent Acquisition at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at careers@phsa.ca.