We are seeking an Administrative Assistant to join our team!
About us
The Central Island Division of Family Practice is a non-profit society representing family physicians across multiple communities. The Primary Care Networks of Oceanside and Port Alberni work with stakeholders to develop local solutions that address community needs.
We are a passionate team who support each other, value fresh ideas, and celebrate small wins. If you love the idea of autonomy, creativity, and being trusted to figure things out (with backup when you need it), you’ll fit right in.
We are committed to Indigenous reconciliation, cultural humility, and creating safe, equitable spaces for all. Our work takes place on the traditional unceded territories of the Qualicum, Snaw-naw-as, and Nuu-chah-nulth First Nations
About the Role
The Administrative Assistant supports the daily operations of the Oceanside and Port Alberni Primary Care Networks. This role is ideal for a detail-oriented professional with strong communication skills and the ability to manage administrative logistics in a fast-paced healthcare environment.
Primary Responsibilities
Administrative Meeting Support
- Book venues, Zoom links, catering, and supplies for PCN meetings
- Distribute invites, agendas, and materials
- Take and format minutes, maintain action logs
Communication & Website Updates
- Upload newsletters and announcements to the website
- Send stakeholder emails, reminders, and invitations
Data Entry & Tracking
- Maintain attendance records and meeting trackers
- Support data entry for attachment tracking and evaluation reports
- Organize survey data and files for Reicherts Evaluation
Finance & Operations Support
- Assist in preparing sessional claim spreadsheets
- Order supplies, promotional materials, and business cards
Event Logistics
- Help with event setup, attendee coordination, and follow-up
- Liaise with caterers and venue staff to confirm plans
Qualifications
- Strong organizational and administrative skills
- Proficiency with Microsoft Office, especially Excel and Word
- Detail-oriented and reliable
- Excellent written and verbal communication
- Experience with meeting planning and note-taking preferred
- Able to attend early morning or evening meetings (virtual or in-person)
Position Details:
- Reports to: PCN Project Leads
- Type: Part-time (20 -25 hours/week to start)
- Work environment: remote with access to local meeting sites in Oceanside and Port Alberni
- Compensation: Hourly wage $25.00 per hour
- Vacation: 3 weeks paid vacation
- Benefits: Extended Health and Medical plan with a wellness plan
- Schedule: Negotiable upon hiring, however, must be able to attend occasional morning and evening meetings (with notice)
- Laptop and Cellphone provided
Note: The responsibilities listed above outline the core functions of the position but are not limited to these duties. The role may evolve in response to the needs of the Primary Care Networks, and flexibility to take on new tasks and responsibilities is expected as part of working in a dynamic healthcare environment.
How to Apply
- Please send your resume and a cover letter (with “Administrative assistant” in the subject line) to: Amanda Salvage at asalvage@cidivision.ca
- The deadline for application is May 19th, 2025
- We encourage early applications and thank all applicants for their interest. Only those selected for interviews will be contacted.
We welcome applications from qualified individuals of all identities, including Indigenous persons, visible minorities, those of all sexual orientations, gender identities and abilities.