Administrative Assistant - #381567

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.Reporting to the Administrative Coordinator, in the department of Advanced Therapeutics, The Administrative Assistant performs general administrative functions within Advanced Therapeutics and ensures that all matters are carried out in an efficient and timely manner. This position will perform functions that include general administrative support, timekeeping, and HR-related matters, designing and maintaining filing systems and managing schedules and booking meeting rooms. The functions provided by the Administrative Assistant will span multi-institutional settings which includes Provincial Health Services Authority (PHSA), BC Cancer Agency (BCCA), BC Cancer Research Centre (BCCRC), BC Cancer Foundation (BCCF), Vancouver General Hospital (VGH), Vancouver Coastal Health Authority (VCHA) and the University of British Columbia (UBC)

Duties/Accountabilities:

Manages calendars and provides scheduling assistance to assigned staff to ensure meetings are arranged in a timely manner. Reserves assigned BC Cancer Research Centre meeting rooms upon requests. This includes communicating with secretaries and assistants to arrange meetings schedules.
Prepares grant applications by updating C.V. and Publication Lists, locating required forms and documentations, ensuring all required signatures are signed and submitting complete grant applications according to granting agencies guidelines. Maintains grant database for Advanced Therapeutics.
Performs timekeeping and assists with HR duties for assigned staff using computerized payroll system, reviewing payroll reports for accuracy and communicating discrepancies to payroll staff for action. Handles confidential information for both union and non-union staff.
Designs and maintains filing and distributions system for confidential information, such as personnel files, payroll files and grant application files using methods that can be easily accessible to assigned staff.
Makes travel arrangements for scientists which include booking flights, accommodation arrangements, and conference registrations to meet the needs of the scientist.
Takes minutes for bi-weekly HR and payroll meetings concerning about departmental HR strategic plans and labor relations plans.

Qualifications:

A level of education, training, and experience equivalent to a diploma in a recognized business or science program including two (2) years of recent, related experience in an administrative setting. Experience working in a multi-government institutional setting is an asset
Demonstrated administrative, organizational, and work planning skills. Ability to use spreadsheets, work processing, internet and presentation software. Demonstrated ability to communicate, both verbal and written, in an effective professional manner. Demonstrated ability to work with discretion in preparing and handling information of a confidential or sensitive nature. Ability to work independently with minimal direction. Ability to handle workload pressures and demonstrated ability to prioritize. Knowledge of scientific terminology. Physical ability to perform the duties of the position