The Program and Inventory Assistant provides daily administrative assistance to divisional staff and management to support program operations. Responsible to the program leadership, the Program and Inventory Assistant, provides administrative and technical support to assist in the delivery of Vaccine Preventable Diseases programs and services in a fast-paced and challenging environment. In order to meet the program demands and priorities, while ensuring the efficient functioning of the assigned program, this role, creates records in appropriate electronic databases, supports program events/clinics where required, including evening hours and in a variety of community settings. The Program and Inventory Assistant monitors and promotes the optimal, storage, distribution, ordering and return of vaccine according to the Vaccine Storage and Handling Protocol. Additionally, the role is responsible for the quality of the vaccine ordering and inventory management process. The role works collaboratively with managers/supervisors, Administrative Assistants and Program Assistants to coordinate work activities, meet deadlines, and provide coverage where needed. The Program and Inventory Assistant is responsible for administrative support functions that ensures the program area’s success as well as providing front line customer service to diverse clients and their families, health care providers, partnering agencies and internal staff.
-
College Diploma - Office Administration - Executive College diploma or Health Services College diploma.
-
Or a post-secondary degree in Business Administration, Public Health or Health Sciences related may be considered.
-
2 years recent related work experience (e.g., Public Health, health service or clinical setting experience dealing with medical and/or health terminology, vaccine/medication/inventory management).
-
Working knowledge of Vaccine Storage and Handling Protocol would be an asset.
-
Working knowledge of publicly-funded vaccine schedule and eligibility criteria would be asset.
-
Previous experience with program specific Ministry software/databases would be an asset.
-
Previous experience and/or training in medical transcription an asset (Clinical Services).
-
Awareness of the Social Determinants of Health & priority populations would be an asset.
-
Excellent communication and interpersonal skills to respond to the diverse needs of internal and external clients in a fast-paced and challenging environment.
-
Proficient written communication skills including the ability to communicate ideas effectively via e-mail, synthesize discussions and take minutes at meetings.
-
Proficient ability to develop and produce health correspondence, documents, reports and financial records and record retention.
-
Understanding of medical terminology, health services, reportable diseases, medication/vaccine terminology.
-
Requires accuracy and attention to detail in creating medical and legal documents, manage vaccines and monitor fridge/freezer temperatures as per Ministry guidelines as well as advanced proof-reading and grammar skills.
-
Math skills to accurately perform inventory counts, reconcile stock levels, and manage simple calculations related to ordering and supply tracking.
-
Advanced skills in Microsoft Office Suite programs (Word, Excel, PowerPoint and Outlook). Previous experience with Intranet (e.g., SharePoint) and the various office equipment.
-
Record/data management knowledge including file management and using databases.
-
Time management skills with ability to manage and reprioritize work with demands, interruptions/distractions under tight timelines with confidential material.
-
Ability to work both independently and to function effectively as a member of a multidisciplinary team.
-
Strong problem-solving skills to assist stakeholders and clients navigate the various program related processes while ensuring confidentiality.
-
Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
-
Must be able to work flexible hours including evening hours, notice of shift changes will be provided in accordance with the collective agreement.
-
Vaccinations as recommended in department policy IX-040.
-
Maintain a valid Cardiopulmonary Resuscitation (CPR) certificate (Clinical Services).
