Senior Administrative Assistant, Drug Programs (Pregnancy/Parental Leave Coverage – 12-month Contract)

Job No: CPSBC300
Location: Vancouver, BC

POSITION SUMMARY 

Reporting to the manager, drug programs, the senior administrative assistant carries out the mandate of drug programs which provides educational, quality assurance activities in accordance with College policies and procedures, and in compliance with the rules pursuant to the Health Professions Act (HPA).

The senior administrative assistant will work both independently and collaboratively to achieve the mandate of the department and strategic direction of the College.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following: 

Program administration

  • manage all active Prescription Review Program (PRP) registrant files throughout all stages (1-8) in the PRP process
    • prepare, process and track referrals
    • prepare PRP registrant files for review, drafting, editing and proofreading
    • coordinate work for all medical reviewers in the program and provide administrative support as required
    • manage registrant database to ensure that medical reviewers and panel decisions are implemented in a timely and effective manner, and in compliance with relevant sections of the HPA and College Bylaws
  • maintain systems and procedures for manual and electronic files to ensure that appropriate documentation and data are collected and entered

Panel support

  • organize Prescription Review Panel meetings
    • coordinate all supporting documentation for panel meetings; prepare agendas and meeting materials for distribution to all attendees
    • liaise with medical reviewers to ensure that all material is appropriately compiled for panel agenda and to ensure that committee directives are completed in a timely manner
    • draft and manage requests for panel materials and printing of documents
    • record, transcribe, and distribute meeting minutes as needed; follow up on decisions made and ensure required action is initiated, maintain a current agenda of issues and presentations for the panel’s attention
    • prepare agendas and meeting materials for distribution to all attendees
    • manage calendars for booking boardroom and conference lines; send invitations to panel members
    • advise panel regarding panel stages and process during meeting

Workshop support

  • coordinate courses presented by drug programs
    • organize registration of participants and prepare course materials
    • enter course certificate information in membership databases
    • arrange necessary printing and distribution of handouts
    • recruit standardized patients
    • coordinate faculty members
    • process honoraria and follow up on invoices
    • coordinate faculty feedback
    • contribute to the continuous improvement of the training program
  • liaise with the University of British Columbia division of continuing professional development (CPD) regarding accreditation and continuing medical education (CME)

General administration

  • assist in the orientation and training of new staff
  • provide guidance and advice to members of the team on process, policies, and procedures
  • delegate tasks to the administrative assistant
  • maintain up-to-date tracking spreadsheets to assist team members with data collection
  • contribute to organization of annual conference
  • contribute to quality improvement activities of drug programs and streamlining internal program processes
  • collaborate with team members in reaching departmental KPIs and setting achievable timelines for internal departmental deadlines
  • respond to telephone and email inquiries from physicians enrolled in the PRP
  • perform any other related duties and participate in special projects as required by the manager, drug programs to support the department and the College 

SKILLS AND QUALIFICATIONS

Required skills and qualifications include: 

  • graduation from a university or recognized post-secondary institution in a health-related discipline and three to five years relevant experience or equivalent combination of education and experience
  • familiarity with medical language is preferred
  • strong working knowledge of Microsoft Office applications including Word, Excel, Access and Outlook
  • knowledge of College policies and procedures is an asset
  • ability to compose correspondence using business English
  • demonstrated ability to multi-task and prioritize (shifting priorities when needed), work under pressure and meet deadlines
  • strong interpersonal and organizational skills
  • ability to appropriately instruct less-experienced department members on procedures
  • ability to take initiative and work both independently and as a team member
  • ability to maintain a calm demeanor during busy or stressful times
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must
  • ability to exercise tact and discretion when handling sensitive and/or confidential matters

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.

Click here to download the job description. 

How To Apply

All applications for this position must be submitted online 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.

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