Senior Administrative Assistant, Quality Assurance and Accreditation Programs
Reporting to the deputy registrar, quality assurance and accreditation programs, the senior administrative assistant is directly responsible for supporting the College’s accreditation programs committees. The senior administrative assistant also provides executive support to the deputy registrar and the accreditation programs director.
The senior administrative assistant works collaboratively with the accreditation programs, its directors and managers, 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 senior administrative assistant maintains confidentiality, diplomacy and tact at all times.
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
- assist with compiling the agendas and supporting documentation for the accreditation committees
- attend, record, and compose minutes of the proceedings of committee meetings
- assist with photocopying, scanning, and uploading to the web portal all materials for committee meetings
- assist committee members in accessing committee meeting materials
- develop and monitor meeting agendas supportive of various committee-related initiatives and events
- record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee’s attention
- book meeting rooms, invite and confirm attendance of guests, arrange for catering requirements
- arrange necessary printing and distribution of handouts, agendas, and minutes
- arrange necessary IT equipment such as overhead projectors, audiovisual equipment and flipcharts
Confidential secretarial and administrative assistance
- distribute correspondence and meeting agendas; record, transcribe, edit and distribute minutes for department, management team, all-staff, and committee meetings
- work independently and collaboratively with the deputy registrar and directors to ensure the department functions efficiently and effectively
- take direction from the deputy registrar for providing support to the programs and its directors
- assume the role of administrator and contact person for the deputy registrar responding to specific and general inquiries from staff
- attend meetings, workshops and training sessions, and communicate procedural changes to the College senior management team
- perform professionally and make proper and sound decisions; the employee has access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA), so the employee must make informed decisions regarding the release of information
- coordinate and schedule appointments, conferences, meetings, special events, and functions for internal and external venues
- coordinate the deputy registrar's travel arrangements as required
- initiate and process paperwork for travel requisitions, requisitions for payment, honoraria, and expense claims
- maintain records for future inquiries and tracking of expenditures
Effective office management
- manage the deputy registrar’s calendar and assist the deputy registrar and directors in scheduling meetings
- sort and prepare incoming and outgoing mail for the deputy registrar
- answer the deputy registrar's telephone line, responding to questions and forwarding calls as appropriate
- assist in the maintenance of paper and electronic document and record management systems
- compose and type routine correspondence and create spreadsheets based upon brief oral instructions or from draft notes
- perform other related duties as required
SKILL AND QUALIFICATIONS
Required skills and qualifications include the following:
- post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
- five years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
- previous minute-taking experience is essential with the ability to type 60 wpm
- knowledge of College policies and procedures is an asset
- working knowledge of Microsoft Office applications including Word, Access, Outlook, PowerPoint, Excel, and Visio
- experience drafting minutes and correspondence
- excellent editing and proofreading skills
- ability to exercise tact and discretion when handling sensitive and/or confidential matters
- demonstrated ability to multi-task, prioritize, work under pressure and meet deadlines
- ability to work both independently and within a team environment
- demonstrated high level of initiative, time management and organizational ability
- excellent communication skills, both written and verbal
- attention to detail and a high level of accuracy
- ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must
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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 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 an interview will be contacted.