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Job Number:  46970
Administrative Assistant, Laboratory Medicine Diagnostic Accreditation Program
Job Posted: Thursday, 9 August 2018
Closing Date: Wednesday, 19 September 2018
(27 days ago)
College of Physicians and Surgeons of BC
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: (not entered)

The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.

POSITION SUMMARY

Reporting to the manager, laboratory medicine, the administrative assistant is responsible for providing administrative support to the manager, laboratory medicine, the accreditation specialist, accreditation assessment officers and the accreditation research and development officer.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

 

Accreditation

  • support the administration of the Diagnostic Accreditation Program (DAP) facilities’ current profile, key contact list, accreditation status and historical record of accreditation activities
  • receive and redirect telephone inquiries from a variety of sources and bring forward supporting information or data as required
  • ensure incoming letters from client organizations or other DAP stakeholders are provided to the appropriate DAP staff member
  • support the process for accepting new client organizations into the DAP
  • ensure all appropriate documentation for the facilities’ on-site survey is prepared and uploaded onto the DAP website
  • draft facility letters for on-site survey for the laboratory medicine program
  • update schedule spreadsheet with dates
  • receive and store document submission from client organizations in preparation for assessment activities
  • complete quality review of all DAP facility web upload documents
  • prepare final reports and documentation to be sent to the facilities
  • assist in completing all correspondence and documentation regarding tracking and follow up of outstanding mandatory requirements
  • manage program email box
  • upload records to the records management system
  • prepare peer assessor/auditor tablets with protocols and distribute to peer assessors
  • upload protocols from tablets into electronic system post assessment

DAP peer assessors

  • maintain an accurate database of peer assessors that is inclusive of assessor demographics, qualifications, dates of training and orientation, sites assessed, etc.
  • request the onboarding documentation and store records in the records management system
  • assist in the organization of assessor orientation training and development programs
  • book travel and accommodation for peer assessors when required
  • ensure all appropriate documentation for assessor packages has been prepared and uploaded when required onto the website
  • contact peer assessors for availability to participate in assessments
  • prepare devices for assessments and courier when necessary

Advisory committees

  • assist in the scheduling of advisory committee meetings
  • assist in travel arrangements for advisory committee members
  • prepare and distribute meeting materials and agendas
  • act as recording secretary for meetings by recording, preparing and distributing minutes
  • prepare the room and equipment
  • make catering arrangements as required

Policies and procedures

  • provide assistance in identifying and obtaining applicable policies and procedures and reference manuals
  • format the DAP policies and procedures and other accreditation forms and documents as requested

Electronic databases

  • prepare management reports through the use of e-Accreditation and other methods as required
  • update and format forms for internal use
  • contribute to the ongoing improvement of the DAP database and other program-related IT initiatives
  • upload records as documentation to SharePoint
  • complete audits of SharePoint for accuracy

General

  • provide relief assistance to other administrative assistants as appropriate and required
  • coordinate and book meetings, focus groups and workshops
  • undertake any other administrational duties under the direction of the manager, laboratory medicine
  • receive and redirect or respond to telephone inquiries from a variety of sources and bring forward supporting information or data as required

SKILLS AND QUALIFICATIONS

Required skills and qualifications include:

  • post-secondary education with training in administrative practices or an equivalent combination of education and experience
  • excellent analytical and investigative skills
  • ability to interpret, research and apply complex standards to provided information
  • attention to detail and a high level of accuracy
  • demonstrated high level of initiative, time management and organizational ability
  • excellent communication skills, both written and verbal
  • excellent editing and proof reading skills
  • working knowledge of Microsoft Office applications including Word, Access, Outlook and PowerPoint
  • ability to organize and set work priorities
  • ability to work both independently and as a team member
  • ability to maintain a calm demeanour during busy or stressful times
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must
  • background in healthcare or familiarity with medical language is preferred
  • previous experience interfacing with patients or the public is an asset
  • minimum typing speed of 70 wpm
How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
All applications for this position must be submitted online at https://www.cpsbc.ca/about-us/careers.

We thank all applicants for their interest; however, only those selected for interview will be contacted.
Contact Details:
Christal Sarana
College of Physicians and Surgeons of BC
300-669 Howe Street
Vancouver, BC, V6C 0B4

Tel: 6047337758
E-mail:
www:   www.cpsbc.ca/about-us/careers


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