Administrative Assistant

1. Provides consultation, guidance and direct supervision to designated administrative support team members by establishing clear definitions of responsibility, reviewing workload assignments and adjusting schedules, as necessary to meet operational requirements; determines hiring, orientation and training needs.
2. Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
3. Facilitates effective triaging and prioritization of correspondence, determination of appropriate action and timely follow up, as appropriate.
4. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compiling background information and supporting materials, and preparing packages/summary documents to assist in decision making and meeting facilitation.
5. Produces items such as reports, correspondence, presentation materials, spreadsheets and memos; maintains and updates various computer databases and files, as appropriate.
6. Creates, sets up and maintains computerized and hard copy project files from planning stage, project cost, approval and completion to closure of the files.
7. Prepares and distributes project agreements between consultants and appropriate health organization.
8. Ensures appropriate dissemination of information about organizational and/or program/service procedures, processes and the status of issues to internal and external stakeholders.
9. Compiles a variety of statistical information on departmental activity such as overtime, quality assurance and work order distribution by gathering information, developing spreadsheet applications, entering correct data into computer and generating reports by applying applicable software templates.
10. Coordinates and maintains timekeeping records, vacation entitlements and responds to related queries such as collective agreement requirements.
11. Provides direction and guidance to clerical support staff, as needed to ensure administrative needs of the area are met.
12. Monitors operating expenditures for departmental accounts including processing requisitions and invoices and initiates corrections for errors and omissions.
13. Liaises with vendors and contractors as requested by the Chief Facilities Management Officer or Executive Director to obtain pricing information for required goods or services; reviews quotes prior to placing order and investigate problems as they arise.
14. Provides relief for other Administrative Assistants within Facilities Management, as required.

Qualifications

Education and Experience

Grade 12, completion of a recognized program/courses in business administration, supplemented with a minimum of five (5) years' recent, related experience, including a minimum of one (1) year supervisory experience in progressively more responsible office management position, or an equivalent combination of education, training and experience.

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities:

• Demonstrated supervisory skill to coach and mentor team members
• Comprehensive knowledge of applicable collective agreements
• Broad knowledge of accounting and budgeting principles and practices including purchasing procedures
• Demonstrated judgment, discretion and maturity in handling confidential information and situations
• Proven ability to develop and maintain effective working relationships with others both within and outside of the organization
• Ability to work independently and as a member of a team
• Ability to organize, plan, prioritize, multi-task, and problem solve
• Ability to work independently using initiative and judgment with minimal direction including demonstrated attention to detail
• Demonstrated ability to operate related equipment including applicable software applications
• Physical ability to perform the duties of the position

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka'pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health's hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

Instagram | Facebook | LinkedIn | X | Indeed | Glassdoor

IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment at any point during our recruitment process.