Program Assistant, Organ Donation & Hospital Deve - BC Transplant

Program Assistant, Organ Donation & Hospital Deve

BC Transplant

Vancouver, BC

With compassion, collaboration and innovation, we will save lives and offer hope through organ donation, transplant and research.

BC Transplant a program of the Provincial Health Services Authority provides oversight for all aspects of organ donation and transplantation across BC.

Working in collaboration with the regional health authorities and provincial partners, BC Transplant (BCT) is focused on increasing the availability of organs for transplantation in British Columbia.

Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.

What you'll do

• Respond 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. Discuss inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
• Prepare and update various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilize 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. Enter and collect data, and compile relevant statistical information and reports.
• Maintain a consistently updated and accurate meeting schedule for the program/department 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 and meeting facilitation. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
• Authorize expense reimbursements and invoices up to a pre-determined limit, and utilize an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Complete purchase requisitions/online purchasing and forwards for processing, and ensure invoices are authorized for payment and submitted for payment. Ensure appropriate supplies and support materials are available and equipment is in working order. Coordinate and standardize the implementation of technology (new and existing) within the program.
• Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
• Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary. Provide assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participates in team meetings and provide input to new policies, processes, quality improvement activities, and the development of strategies.

What you bring

Qualifications

• 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.

Skills & Knowledge

• Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
• Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an intermediate level.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to 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 interpersonal and time management skills.
• Demonstrated ability to record and transcribe minutes of meetings.
• Ability to type 60 words per minute.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

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, development, and recognition programs that honour the commitment and contribution of all employees.
• 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).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time
Salary Range: $48,476 - $63,624/year. The starting salary for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 1770 West 7 th Avenue, Vancouver BC, V6J 4Z9
Hours of Work: Monday - Friday, 0800 - 1600
Requisition # 175909E

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit upon receiving a full time job offer with PHSA**

What we do

BC Transplant (BCT) provides oversight for all aspects of organ donation and transplantation across BC.

BCT is part of the Provincial Health Services Authority (PHSA).

The Provincial Health Services Authority ( 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 and BCT is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.