Job Description
Division Summary
The North Shore Division of Family Practice (NSDoFP) is a local non-profit society that is part of a province wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The North Shore Division has over 300 physician members and is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BC’s Ministry of Health, and community organizations.
We are looking for an Administrative Assistant to join our fun, fast-paced, dynamic, and supportive team. Someone with flexibility and a collaborative team-oriented focus.
Role Summary
Reporting to the Administrative Manager, the Administrative Assistant supports the Division’s daily operations and services by communicating with members and the public, providing logistical support for committees and events, processing invoices and expenses, maintaining databases, and conducting general office duties.
Primary Duties and Responsibilities
Administrative Assistant:
- Supports communications and responds to enquiries from physician members and the public through multiple channels, including telephone reception, email, written correspondence, newsletters, and the Division website.
- Provides administrative support to the department and project teams by scheduling meetings, preparing agendas, taking minutes, distributing meeting materials, and following up on action items. Provides logistical support such as preparing meeting rooms and refreshments.
- Supports financial administration by processing invoices, accounts payables, credit card reconciliations, contracts, banking, and related documents for approval, payment, and filing.
- Coordinates and supports Division events by booking venues, organizing catering, liaising with vendors, scheduling guest speakers, developing and distributing communication materials, managing registration lists, and providing on-site logistical support at the events.
- Administers and maintains databases by entering data, managing user accounts, and ensuring information is accurate and current.
- Supports program evaluation activities by collecting information and collating data.
- Orders office supplies and liaises with vendors as necessary.
- Performs general office and scheduling duties as required.
Required Qualifications
- University degree, or high-school graduation and related post-secondary education, and one year administration or research experience, preferably in a healthcare or non-profit setting.
- Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
- Excellent verbal, written and organizational skills, and attention to detail.
- Proven experience with meeting scheduling and logistics, preparing and distributing materials, and taking accurate minutes.
- Experience with efficient office organization, including establishing and maintaining electronic and paper files.
- Able to perform multiple tasks, balance priorities and meet deadlines without close supervision.
- Able to work independently and as a member of the team.
- High proficiency in MS 365 (Word, Excel, Outlook, PowerPoint)
Working Conditions:
The hours of work are from Monday through Friday during regular business hours 9 am – 5 pm; however, some flexibility of hours will be required for evening and/or early morning events and meetings.
Qualified applicants please submit resume with cover letter. Applications received without a cover letter will not be short-listed.We appreciate all applicants, but only short-listed candidates will be contacted.
For more information, please go to our website www.divisionsbc.ca/north-shore.
Schedule:
Job Type: Full-time
Salary: $24 - $33 per hour
Benefits:
- Extended health and dental benefits
- Municipal Pension Plan
- Disability insurance
- Life insurance
- Wellness days
Schedule:
- Monday to Friday 9am - 5pm
Education:
- Secondary School (required)
- Bachelor's Degree (preferred)
Experience:
- Administrative Assistant: 1 year (required)
Job Type: Full-time
Pay: $24.00-$33.00 per hour
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care
Education:
- Secondary School (required)
Experience:
- Administrative experience: 1 year (required)
Work Location: In person
