Office Coordinator, Clinical Prevention Services - BC Centre for Disease Control

Office Coordinator, Clinical Prevention Services

BC Centre for Disease Control

Vancouver, BC

Are you ready to make a difference? The BC Centre for Disease Control, a dynamic Provincial Health Services Authority program, seeks passionate individuals to join us in providing provincial and national leadership in disease surveillance, detection, treatment, prevention, and consultation.

At our core, we aim to cultivate vibrant communities where everyone can achieve optimal health and well-being—right where they live, work, learn, and play.

If you're driven by the desire to create positive change and contribute to healthier communities, this is the opportunity you've been waiting for! Apply now to join our innovative team and make a difference that matters.

The Office Coordinator is responsible for the planning and coordination of clerical and administrative support activities of the TB clinic and their respective satellite clinics. Oversee the daily operation and the delivery of administrative support services of the TB clinic and their respective satellite clinics. Supervise clerical staff; schedule/monitor work to ensure accurate/timely completion of tasks, provide guidance/advice and feedback in the performance of work. Develop and implement worksite policies, operating methods and procedures. Monitor and control expenses and determine resource requirements for the preparation annual operating budget/s and/or planning for capital needs. Monitor maintenance of the facility and make recommendations for the purchase, leases, replacement and disposal of office equipment/supplies; source and select suppliers. Execute project work such as clinic renovations, repairs and maintenance.

What you'll do

• Participate in the planning and coordination of clerical and administrative support activities of the program/s and/or multiple offices. Oversee the daily operation of the program/s and/or multiples office/s and the delivery of administrative support services. Supervise clerical staff; schedule/monitor work to ensure accurate/timely completion of tasks, provide guidance/advice and feedback in the performance of work, facilitate solutions to workplace conflicts/problems and implement process improvements.
• Develop and implement worksite policies, operating methods and procedures in response to organization needs; identify opportunities to streamline processes and procedures to ensure services are delivered in an efficient and cost effective manner. Provide recommendations for improvements; prepare business cases and/or cost/benefit analysis. Prepare/implement forms. Identify systems to improve utilization of resources and provides input to budget and staff allocations.
• Monitor and control expenses and determines resource requirements for the preparation of annual operating budget/s and/or planning for capital needs; provide financial information related to ongoing and/or anticipated expenses. Maintain and reconcile petty cash and corporate credit card account/s. Maintain/purchase stationery supplies, review and authorize expenses in accordance with established policies and procedures. Identify and resolve variances. Maintain awareness of budget status and restrictions to ensure program needs are met within budgetary restraints.
• Monitor maintenance of the facility and makes recommendations for the purchase, leases, replacement and disposal of office equipment/supplies; source and select suppliers. Attend to safety/security concerns; liaise with building maintenance, safety/security personnel and external contractors to ensure the completion of office/equipment repairs and resolution to safety/security issues. Participate in Safety and/or Emergency Preparedness activities. Arrange for the completion of regular scheduled cleaning/maintenance activities.
• Execute project work such as facility renovations and repairs and support services contracts; review plans and coordinate project steps to ensure safety to clients and staff and limit disruption to operations. Track and report project status, identify and resolve issues related to space utilization and equipment needs and refers to others. Ensure communications channels are in place to maintain ongoing support throughout the projects.
• Maintain accuracy and integrity of systems information and paper records related to TB, STI/BBI services/initiatives as required; prepare/run and compiles statistical reports/ spreadsheets on various activities such as service, care utilization, clinic visits, referrals, etc. Attend to ad hoc requests for information; determine source and summarizes for presentation purposes. Attend to related problems and queries and and participates in systems planning and implementation activities.
• Participate in the recruitment and selection of staff; utilize systems to initiate job requisitions/postings, review applications, participate in interview panels and provide hiring recommendations. Provide training/orientation to new clerical staff; determine ongoing training/development needs, monitor performance, adherence to procedures, government legislation and refer disciplinary matters to others.
• Make necessary arrangements for new hires, terminations and/or transfers including entries into payroll systems, access to computer systems, applications and required training, office equipment, keys, parking and orientation to safety/security procedures. Maintain timekeeping records; enter exceptions into payroll system, investigate and resolve discrepancies.
• Coordinate requests vacation, leave, staff schedules or casual pools; review entitlements and reconcile annually, ensure required documentation and refers to others for approval. Attend to requests for casual employees and makes necessary arrangements for relief work and/or training with others; liaise with temporary agencies.
• Perform a variety of tasks such as screens and prioritize incoming materials, arrange meetings and social events, type correspondence, files, complete forms, photocopy/fax information, answer phone, take/relay messages, greet visitors. Attend to requests for information, provide assistance in resolving simple computer problems and/or refer to technical support.
• Perform other related duties as assigned.

What you bring

Qualifications

• Grade 12, supplemented by a recognized diploma in Business Administration plus five (5) years of recent, related experience including two years supervisory experience or an equivalent combination of education, training, and experience.

Skills & Knowledge

• Ability to supervise.
• Ability to plan, organize and prioritize.
• Ability to work independently and in cooperation with others.
• Ability to communicate effectively, both verbally and in writing.
• Knowledge of general office procedures including business writing skills and experience completing financial transactions.
• Ability to evaluate and monitor administrative systems and procedures.
• Ability to type 50 wpm.
• Ability to operate related office equipment, including a computer/keyboarding skills and an ability to operate, at an intermediate level of proficiency, the Microsoft Office suites of products such as Outlook, MSWord, Excel and Powerpoint.
• Ability to analyze and resolve programs.
• Physical ability to carry out the duties of the position.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge 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.).

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 in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• 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
Wage: $37.03 - $38.78/hour
Location: 655 West 12th Avenue, Vancouver BC, V5Z 4R4
Hours of Work: Monday - Friday, 0830 - 1630
Requisition # 169308E

What we do

The BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

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 - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA and BCCDC is committed to 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 marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula 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 marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as 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.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.