Job Posting 85917

Administrative Coordinator, Registrar’s Office
College of Physicians and Surgeons of British Columbia
Work From Home - Vancouver & Lower Mainland
669 Howe Street, Vancouver
closes in 14 days (Fri, 26 Aug)
full time - temporary / contract  •  TBD

Position summary

(15-month Contract)

 

Reporting to the executive office and board manager, the senior administrative assistant is responsible for providing a wide variety of senior-level administrative support services, all of which contribute to the efficient and professional operation of the registrar’s office.

It is expected that the administrative coordinator has a genuine appreciation for and understanding of discretion and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the College. It is expected that the administrative coordinator maintains confidentiality, diplomacy and tact at all times.

Duties and responsibilities

Duties include but are not limited to the following:

  • committee support
    • Patient Relations, Professional Standards and Ethics (PRPSE) Committee:
      • prepare agenda
      • assist with compiling all supporting documentation for the PRPSE Committee meetings, and ensure the committee receives the meeting package in a timely manner
      • attend the PRPSE Committee meetings to record, draft and edit minutes, ensuring all committee decisions have been recorded and reflected accurately
      • ensure all requests for action (RFAs) are actioned
    • Governance Committee:
      • prepare agenda and compile all supporting documentation
      • ensure accurate uploads of all committee meeting documentation to SharePoint
      • attend the Governance Committee meetings to record, draft and edit minutes, ensuring all committee decisions have been recorded and reflected accurately
      • ensure all RFAs are actioned
    • Board/Executive Committee support
      • assist with compiling all supporting documentation for the College Board and Executive Committee
      • assist with preparation of material for the Board and Executive Committee meetings
      • ensure accurate uploads of all the Board and Executive Committee meeting documentation onto SharePoint
      • arrange necessary printing and distribution of handouts and agendas
      • book meeting rooms, arrange necessary IT equipment and arrange for catering requirements
      • attend virtual and in-person meetings to provide administrative support as required, i.e. running of PowerPoint presentations
      • provide administrative support, and assist the executive office and board manager in the day-to-day operation of Board business
      • in the absence of the executive office and board manager, attend Executive Committee meetings to record, and compose minutes ensuring all decisions have been recorded and reflected accurately
    • senior management, leadership and all staff meetings
      • assist with compiling all supporting documentation and organizing of senior management meetings
      • assist with compiling all supporting documentation and organizing of leadership meetings
      • attend leadership meetings to record, draft and edit minutes, ensuring all decisions have been recorded and reflected accurately
      • schedule all staff meetings, prepare agenda and PowerPoint presentation
    • organize all travel arrangements for the registrar, senior management team members and board members as appropriate
      • monitor, track and maintain all records of expenditures, including submission of forms/receipts to finance department
      • book flights and hotel accommodation as appropriate
      • ensure registration of registrar, senior management team members and board members at conferences as required
    • filing
      • maintain electronic office records and design common filing systems
      • ensure the procedure for record retention is followed in accordance with the guidelines and policies set out by the records, information and privacy department
    • assist the executive office and board manager, registrar’s office in the coordination of events
      • research and book appropriate venues for events such as annual dinner, board retreats, SMT retreats, executive dinner, etc.
      • coordinate with hotel staff regarding menu selections, finalizing contracts/deposits, and event requirements
      • invite and confirm attendance of guests
      • provide support as directed by the executive office and board manager and registrar in the planning and coordination of each event
    • general
      • compose and type routine correspondence and create documents based upon oral instructions or from draft notes
      • assist in answering telephone enquiries including screening calls, responding to questions and forwarding as appropriate
      • sort and prepare incoming and outgoing mail
      • assist the executive office and board manager in coordinating the registrar's daily schedule and routine
      • schedule and book various meetings, both internal and external, confirm attendance of guests, distribute material, arrange necessary IT equipment as well as catering requirements
      • send out public notifications and maintain distribution lists
      • oversee the appointment of committee members process
    • perform any other related duties as required to support the registrar’s office and the College

Skills and qualifications

Required skills and qualifications include:

  • post-secondary education with training in administrative practices or an equivalent combination of education and experience
  • five years of recent related experience working in a professional executive office setting or an equivalent combination of education, training and experience
  • previous minute-taking experience is essential
  • previous experience of managing expenses
  • ability to work with discretion in preparing and handling information of a confidential or sensitive nature
  • demonstrated ability to communicate effectively and professionally with the public, government officials, senior executives, and professional groups, both verbally and in writing
  • effective oral and written communication with accuracy and attention to detail
  • demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines, and handle interruptions and changing priorities
  • demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries
  • advanced knowledge of Microsoft Office software that includes word processing, spreadsheet, database applications, electronic mail and scheduling applications
  • ability to organize and multi-task, take direction from many, and work effectively in a fast-paced, team-based environment

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 including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

All applications for this position must be submitted online at https://www.cpsbc.ca/about/careers/employment-opportunities.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

The College welcomes all applicants and is dedicated to promoting a diverse, equitable and inclusive environment.

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

Thanks for looking on WorkInNonProfits.ca and good luck with your job search!