Administrative Assistant, Laboratory Medicine
Job No:
CPSBC137
Location:
Vancouver, BC
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
- 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 control 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
DAP peer assessors
- maintain an accurate database of peer assessors that is inclusive of assessor demographics, qualifications, dates of training and orientation, sites surveyed, etc.
- organize and maintain the individual peer assessor files that contain all documentation required to be a DAP peer assessor
- assist in the organization of assessor orientation training and development programs
- book travel and accommodation for both staff and peer assessors when required
- ensure all appropriate documentation for assessor packages has been prepared and uploaded when required onto the website
- prepare devices for assessments and courier when necessary
DAP accreditation standards
- format the DAP accreditation standards, protocols and other accreditation forms and documents as requested
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
- prepare documents to be used in e-Accreditation
- validate documents that are placed on e-Accreditation
- maintain and update the DAP website as required
- respond and resolve any queries in relation to the DAP website
- prepare PDF versions of documents to go onto the website
- update and format forms for both the website and 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:
- completion of grade 12 supplemented by completion of a secretarial/administrative training program and additional course work in advanced word processing, spreadsheet, database, and scheduling applications
- three years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
- demonstrated ability to communicate effectively both verbally and in writing, including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature
- 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
- working knowledge of Microsoft Office applications including Word, Excel, Access, Outlook and PowerPoint
- ability to organize and multi-task, take direction from many, and work effectively in a team-based environment
- previous experience with dictation equipment is advantageous
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.
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
Click here to download the job description.
How To Apply
All applications for this position must be submitted via this page.
Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below.
To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page. Note: You must submit your resume online. Ensure you have your resume ready to attach.
We thank all applicants for their interest; however, only those selected for interview will be contacted.