Reporting to the director, communications and public affairs, the department assistant performs a wide variety of administrative and support functions, all of which contribute to the achievement of strategic goals, and the efficiency and productivity of a dynamic and evolving department. The department assistant is also responsible for managing the administrative requirements necessary to support a number of internal working groups, which includes scheduling and coordinating logistics for meetings, preparing agendas and other materials, and drafting minutes.
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
General departmental assistance
- schedule meetings and manage calendars as directed
- maintain paper and electronic filing and archiving systems
- receive, review and track all requests submitted through the department’s work/service request forms
- ensure invoices and expenses are submitted on time
- provide editing support to ensure compliance with style guide and document standards
- maintain publication archives
- provide research and analyses as necessary
- assist with event planning and the preparation of presentations and other materials
- contribute to the development of the department’s procedures manual
- provide backup support as required to ensure social media accounts are active and maintained according to College policy
- assist with survey development for multiple stakeholders, generate reports
- provide phone backup to college service representatives as required
- develop templates for College forms
- perform other department tasks as needed
Internal working groups – coordination and support
- compile, prepare and coordinate distribution of material for meetings
- arrange necessary printing and distribution of handouts and agendas at meetings
- book meeting rooms and arrange for catering requirements
- arrange necessary IT equipment such as overhead projectors, audiovisual equipment and flip charts
- attend all working group meetings to record, draft and edit minutes and correspondence; ensure all decisions and actions have been recorded and reflected accurately
- monitor, track and maintain all records of external members’ expenditures, including submission of forms/receipts to finance department as required
- coordinate stakeholder consultation processes as required
Other related duties
- office support (phone, voice mail, scanner, fax, email, filing, photocopying)
- data entry and analyses
- type routine correspondence
- manage the department’s general email inbox to ensure a timely response
The department assistant is expected to perform professionally and make informed and sound decisions about department procedures, including following protocols for archiving documents, and publishing material on the College employee portal and the website. This team member will assist other staff with interpretation of style guide conventions and compliance with corporate standards.
The department assistant is expected to work with frequent interruptions and adapt quickly to shifting work priorities to ensure senior leaders are supported and deadlines are met. This person must be able to communicate effectively with all levels of the organization and with physicians, board and committee members, presenters, suppliers, etc. in person and in writing to deliver superior service and products.
CONSEQUENCES OR ERROR/JUDGEMENT
The department assistant is expected to perform professionally and make proper and sound decisions. This person will have access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA), so must make informed decisions regarding the release of information.
SKILLS AND QUALIFICATIONS
Required skills and qualifications include:
- relevant post-secondary education in communications/public relations, or an equivalent combination of education and experience, including working in a corporate communications department
- excellent critical thinking, analytical and problem solving skills
- superior computer and typing skills; advanced knowledge of MS Office software that includes word processing, templates, spreadsheets, database applications, electronic mail and scheduling applications; working knowledge of html and website content management systems
- experience working with and testing multiple browsers (Chrome, Safari, FireFox) and operating systems (Windows, Mac)
- keen attention to detail and a high level of accuracy
- excellent communication skills, both written and verbal; previous minute-taking experience for executive-level committees is essential
- excellent editing and proofreading skills
- demonstrated ability to work both independently and cooperatively within a team
- demonstrated ability to maintain a calm demeanour during busy or stressful times
- demonstrated ability to exercise sound judgment and protect confidential information
- demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines, and handle interruptions and changing priorities
- demonstrated professionalism and personal presentation
- ability to take initiative, serve as a go-to person, and interact professionally with all levels in the organization
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.