Administrative Assistant

North Shore Division of Family Practice Summary:

The North Shore Division of Family Practice (NSDoFP) is a local non-profit society that is part of a province wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The North Shore Division has over 250 physician members and is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BC’s Ministry of Health, and community organizations.

We are looking for an Administrative Assistant to join our fun, fast-paced, dynamic, and supportive team. Someone with flexibility, a collaborative, and team-oriented focus.

 

Role Summary:

Reporting to the Administrative Coordinator, the Administrative Assistant supports the Division’s daily operations and services by communicating with members and the public, providing logistical support for committees and events, processing invoices and expenses, maintaining databases, and conducting general office duties.

 

Primary Duties and Responsibilities:

• Supports communications and responds to enquiries from physician members and the public through multiple channels, including telephone reception, email, written correspondence, newsletters, and the Division website.
• Provides scheduling and logistic support for meetings, takes minutes, distributes meeting materials, and follows up on action items as necessary.
• Provides administrative support to project teams and working groups.
• Assists in the coordination of member events by organizing venues, catering, event materials, and registration.
• Supports financial administration by processing invoices, accounts payable, contracts, banking, and related documents for approval, payment, and filing.
• Administers and maintains databases by entering data, managing user accounts, and ensuring information is accurate and current.
• Supports program evaluation activities by collecting information and collating data.
• Orders office supplies and liaises with vendors as necessary.
• Perform general office duties as required.

 

Qualifications

• University degree, or high-school graduation and related post-secondary education, and one year administration or research experience, preferably in a healthcare or non-profit setting.
• Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
• Excellent verbal, written and organizational skills, and attention to detail.
• Proven experience with meeting scheduling and logistics, preparing and distributing materials, and taking accurate minutes.
• Experience with efficient office organization, including establishing and maintaining electronic and paper files.
• Able to perform multiple tasks, balance priorities and meet deadlines without close supervision.
• Able to work independently and as a member of the team.
• High proficiency in MS 365 (Word, Excel, Outlook, PowerPoint)

 

Working Conditions:

The hours of work are from Monday through Friday during regular business hours 9 am – 5 pm; however, some flexibility of hours will be required for evening and/or early morning events and meetings.

Schedule:

• 37.5-hour work week
• Monday to Friday

Job Type: Full-time

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• Vision care

Education:

• Secondary School (required)
• Bachelor's Degree (preferred)

Experience:

Administrative Assistant: 1 year (required)

 

Qualified applicants, please submit your portfolio with your cover letter and resume to northshore@nsdivision.ca. We appreciate all applicants, but only short-listed candidates will be contacted. The position will remain open until we find a suitable candidate.

Applicants without cover letters will not be considered.

 

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