Provide administrative support while respecting confidentiality and maintaining professional organization of administrative matters..
Prepare accurate and timely documents including presentations, spreadsheets, correspondence, meeting minutes, and reports; compile information into structured reports..
Maintain an up-to-date appointment schedule for senior leaders and coordinate meetings with agendas, notifications, background materials, and decision-support packages..
Arrange catering, travel, and accommodation for meetings and events as required; attend meetings and in-services as needed..
Design, maintain, and manage filing and distribution systems for records and files, including confidential personnel, payroll, financial, and other sensitive documents..
Support budget development by compiling current information, monitoring expenditures, ensuring invoice authorization, and analyzing/reporting variances for multiple departments/programs..
Complete purchase requisitions/online purchasing and forward for processing; ensure invoices are authorized and submitted for payment..
Complete and submit timekeeping records and vacation entitlements; respond to related queries from Finance, Payroll, and Human Resources..
Provide work direction and guidance to support staff to meet administrative needs..
Participate in development and maintenance of administrative and clinical policies and ensure staff awareness and adherence to policies and procedures.
Requirements summary
Education/training equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, plus additional coursework in advanced word processing, spreadsheet, and database applications..
Four (4) years’ progressive experience supporting senior level management..
Comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts; commitment to identifying, challenging, and eradicating Indigenous-specific racism and discrimination impacting equity-deserving groups in healthcare settings..
Demonstrated knowledge of legislative obligations and provincial commitments in BCT contexts, including TRC Calls to Action, In Plain Sight, BC Declaration on the Rights of Indigenous Peoples Act, UNDRIP, and related commitments (e.g., Remembering Keegan, BC Human Rights Code, Anti-racism Data Act)..
Ability to work independently and collaboratively; resolve administrative issues; prioritize workload; adapt to changing organizational priorities..
Advanced Microsoft Office skills (word processing, spreadsheets, presentations)..
Strong organizational skills and ability to meet deadlines under time pressure..
Effective verbal and written communication; professional, courteous responses; interpersonal and time management skills..
Ability to record and transcribe meeting minutes; ability to type 60 w.p.m..
Commitment to ongoing personal learning related to Indigenous-specific racism and dismantling systems of oppression.
Graduation from a recognized post-secondary administrative assistant/secretarial programAdditional course work in advanced word processing, spreadsheet, and database applicationsConfidentialityPrioritizationOrganizational skillsAdministrative supportVerbal and written communicationAppointment schedulingExpenditure monitoringMinute taking and transcriptionPurchase requisitions/online purchasingBudget development supportIndigenous Cultural Safety and anti-racism commitmentDocument preparation (presentations, spreadsheets, correspondence, meeting minutes, reports)Structured report compilationFiling and distribution systems
Job description
Administrative Assistant 2, Various Programs and Services BC Transplant Vancouver, BC What you’ll do
Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
Prepares documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. 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. Compiles information into structured reports.
Maintains a consistently updated and accurate appointment schedule for the senior leader and others 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 to assist in decision making and meeting facilitation. Makes catering, travel and accommodation arrangements. Attends meetings and in-services as required.
Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the Department using methods that can be easily accessible to assigned staff.
Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Completes purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
Completes and submits timekeeping records, vacation entitlements and responds to related queries from departments such as Finance, Payroll and Human Resources.
Provides work direction and guidance to support staff as needed to ensure administrative needs of the area are met.
Participates in the development and maintenance of administrative and clinical policies and helps to ensure all staff are aware of and adhere to policies and procedures. What you bring
Qualifications
A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years’ progressive experience supporting senior level management.
Benefits
Municipal pension plan
Professional development opportunities
Comprehensive benefits package
WorkPerks discount program
Psychological health & safety programs
Holistic wellness resources
Annual statutory holidays (13)
Generous vacation entitlement and accrual
2,000+ in-house courses
Invoice authorization and submission
Timekeeping records submission
Vacation entitlements processing
Work direction and guidance to support staff
Typing 60 w.p.m.
Meeting coordination and agenda preparation
Background information and supporting materials compilation
Catering, travel and accommodation arrangements
Variance analysis and reporting
Administrative and clinical policy awareness and adherence
Microsoft Office (advanced word processing, spreadsheets, presentations)
Working under time pressures
Legislative obligations and provincial commitments knowledge
Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within healthcare settings. This involves recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
Demonstrated knowledge and understanding of legislative obligations and provincial commitments within BCT contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study, BC Human Rights Code, Anti-racism Data Act and how they intersect across the health care system. Core Competencies
Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.). Skills & Knowledge
Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level.
Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. Demonstrated interpersonal and time management skills.
Demonstrated ability to record and transcribe minutes of meetings.
Ability to type 60 w.p.m.
Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach. What we bring Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
Access to professional development opportunities through our 2,000+ in-house courses including a range of experience level, profession-specific, or other essential training on Indigenous Cultural Safety; Indigenous-specific anti-racism; Diversity, Equity, Inclusion and accessibility, mental health and well-being, and more.
Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
Annual statutory holidays (13) with generous vacation entitlement and accruement.
PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more. Job Type: Regular Full-Time
Salary Range
$58,494 - $76,773. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location
1770
West 7th
Avenue,
Vancouver,
BC
Hours of
Work: Monday – Friday; 0800-1600 Requisition #: 200486E What we do BC Transplant (BCT) provides oversight for all aspects of organ donation and transplantation across BC. BCT is part of the Provincial Health Services Authority (PHSA). PHSA plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province.
Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous. PHSA and BCT are committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code. One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca. Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for
Justice (2019), the
Declaration
Act
Action
Plan and
Remembering
Keegan: A First Nations Case Study.
Attention current employees of
PHSA: You must apply via your internal profile at http://internaljobs.phsa.ca. The internal job posting expires on June 25, 2026 and will no longer be accessible. If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting. If you have not yet set up an internal profile, please e-mail internaljobshelpu@phsa.ca with your PHSA employee ID number to obtain your temporary password.
Our business hours are
Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days. If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at careers@phsa.ca.
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