Program Assistant, Physician Quality Improvement
Job in
Vancouver, BC, Canada
Listing for:
PHSA
Full Time, Seasonal/Temporary
position
Listed on 2026-01-02
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin
Job Description & How to Apply Below
Program Assistant, Physician Quality Improvement
Physician Quality Improvement
Vancouver, BC
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Assistant reports to a Director and serves as a vital linkage and communication source to keep the program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a program/department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies.
Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents. The Program Assistant supports leadership in setting a positive, collaborative, efficient tone for the program/department.
What you’ll do
Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Enters and collects data, and compiles relevant statistical information and reports.Maintains a consistently updated and accurate meeting schedule for the program/department as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.Authorizes expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. . Ensures appropriate supplies and support materials are available and equipment is in working order.
Coordinates and standardizes the implementation of technology (new and existing) within the program.Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating…
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