Provincial Health Services Authority (PHSA)·Vancouver, British Columbia
Provide confidential administrative and secretarial support to designated leaders.
Manage day-to-day administrative operations to ensure accurate and timely delivery of administrative services.
Coordinate flow of information and communicate internally and externally to respond to inquiries and ensure follow-up.
Maintain and coordinate a leader’s up-to-date calendar, including scheduling, urgency determination, and conflict resolution.
Arrange travel and accommodation and establish itineraries for conferences and meetings.
Produce timely, accurate, and well-formatted documents using word processing, spreadsheet, and presentation tools.
Enter and collect data and compile statistical information and reports.
Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and complete follow-up actions.
Maintain a bring-forward system.
Assist with budget development, monitor expenditures, authorize expense reimbursements and invoices up to a predetermined limit.
Develop and maintain an expenditure tracking system for reimbursement-eligible invoices.
Complete purchase requisitions/online purchasing and forward for processing; ensure invoices are authorized and submitted for payment.
Complete and submit eForms for designated leaders and process timekeeping for assigned staff.
Liaise with Finance, Payroll, and Human Resources as necessary.
Provide project support, research information, track statistical data, and compile and analyze data for new projects.
Interpret and apply policies and procedures.
Maintain office equipment and supplies
Administrative Assistant 1, Central Portering - BC Children’s Hospital and Women’s Hospital & Health Centre Children's and Women's Health Centre Vancouver, BC In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Administrative Assistant provides confidential administrative and secretarial support to designated Leader(s) and manages the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies. What you’ll do
Maintain a coordinated and up-to-date calendar for the designated Leader’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinate appropriate travel and accommodation arrangements for designated Leader’s attendance at conferences and meetings, confirms reservations, and establishes an itinerary.
Respond 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.
Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compiles relevant statistical information and reports. Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and take follow-up actions. Maintain a bring-forward system.
Assist in budget development and monitors expenditures, authorize expense reimbursements and invoices up to a pre-determined limit, and develop an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Complete purchase requisitions/online purchasing and forward for processing, and ensure invoices are authorized for payment and submitted for payment.
Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
Provide project support, research information, track statistical data, and compile and analyze data involving new projects, and the interpretation and application of policies and procedures. What you bring
$49,445 - $64,897. 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: 4500 Oak Street, Vancouver BC V6H 2N9
Applicants accepted until position is filled Hours of Work: 08:00 - 16:00 Monday-Friday Requisition #: 200637E What we do The Provincial Health Services Authority (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. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services PHSA is 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 30, 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.
Grade 12 plus graduation from a formal secretarial program.
Three (3) years recent related experience.
Advanced proficiency with Microsoft Office (word processing, spreadsheets, presentations).
Ability to produce accurate, well-formatted documents and compile statistical reports.
Experience coordinating calendars, meetings, and travel arrangements.
Experience with minutes (recording/transcribing) and follow-up actions.
Ability to support budget development and monitor expenditures/invoices.
Ability to process eForms and timekeeping and liaise with Finance/Payroll/HR.
Typing speed of 60 words per minute.
Demonstrated knowledge and commitment to Indigenous Cultural Safety and Humility and to eradicating Indigenous-specific racism and discrimination.
Knowledge of relevant legislative obligations and provincial commitments (e.g., TRC Calls to Action, In Plain Sight, UNDRIP, BC Declaration on the Rights of Indigenous Peoples Act, BC Anti-racism Act, and related documents)
Market context
Administrative assistant roles in hospital settings in British Columbia are typically in steady demand because they support patient flow, scheduling, records, and day-to-day coordination. This position is competitive because it asks for formal secretarial training, three years of recent related experience, advanced Microsoft Office skills, and strong document and reporting accuracy. If you are considering applying, tailor your resume to show healthcare administration experience and note that the job requirements and benefits on this platform are AI-summarized from the original posting, which can save research time.
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