The Office of Strategy and Results (OSR) promotes improved patient, resident, and family care by providing stategic planning, project management, change management, and business case development to support complex strategic or operational initiatives and the delivery of government priorities. OSR also provides oversight of PHC's corporate policies and coordinates the policy review process while being responsible for Ideas Forward and Enterprise Risk Management. 

Reporting to the Executive Director of OSR, the Administrative Assistant provides support to a high-performing team while creating seamless workflows. The ideal candidate thrives in a fast-paced environment while bringing strong experience with Microsoft 365 tools to streamline communication, scheduling, and collaboration. If you are energized by technology and love being the go-to person who keeps teams and processes running smoothly, we'd love to hear from you!

Education

• Grade 12, graduation from a recognized secretarial or office administration program plus four (4) years’ recent, related experience including one (1) year supporting a senior leader or equivalent combination of education, training and experience. Previous experience working in a health care setting is an asset.

Skills and Abilities

• Strong Organizational and Multitasking Skills: Proven ability to manage multiple complex and competing priorities while maintaining effective administrative systems and processes.
• Effective Communication and Interpersonal Abilities: Skilled in verbal and written communication, with strong interpersonal skills to build and maintain professional relationships.
• Independent and Discreet Work Ethic: Demonstrated ability to work independently with minimal supervision, exercise sound judgment, and handle confidential information with tact and discretion.
• Problem-Solving and Leadership: Adept at identifying issues, developing solutions, and providing guidance to clerical staff to ensure consistency and efficiency in administrative practices.
• Technical Proficiency: Intermediate to advanced proficiency in Microsoft 365 Suite and related software, with working knowledge of record keeping, bookkeeping, and web publishing tools. Knowledge of Smartsheets and web publishing tools is an asset. 
• Policy and Procedure Expertise: Capable of interpreting, applying, and communicating administrative policies and procedures effectively to support organizational goals.
• Typing Skills: Ability to keyboard at 50 WPM.

• A competitive salary: The salary range for this position is $29.30-$36.62 per hour, depending on experience. 
• Growth Opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
• Inclusive Culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Your Day to Day:

• Schedule and coordinate meetings, events, and follow-ups, including logistics and preparation of materials.
• Create and format reports, presentations, and communication materials using various software tools.
• Process and prioritize incoming mail and emails, respond to inquiries, and liaise with internal and external contacts.
• Assist with recruitment, onboarding, scheduling, and maintaining personnel records.
• Attend meetings to record minutes, prepare agendas, and follow up on action items.
• Assist in updating and communicating departmental policies and procedures.
• Track project progress, assist with documentation, and support budget preparation.
• Arrange travel and accommodations, confirm itineraries, and manage related logistics.
• Organize electronic and physical files, and manage office supply inventory and equipment maintenance.
• Handle invoices, cheque requests, deposits, and payroll/timekeeping records.
• Work with other support staff, provide guidance to clerical staff, and offer backup support as needed.

Who We Are:  

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.  

From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples. 

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.