Administrative Assistant, Virtual Health

Providence Health Cares Virtual Health team is now accepting applications for a permanent full-time Administrative Assistant.
Reporting to the Corporate Director Digital Health Solutions the Administrative Assistant coordinates the day-to-day administrative functions including maintaining policies procedures and instructions under this program. Uses a variety of software applications to support the team by preparing correspondence documents reports presentations and other confidential materials. Assists in the preparation of financial and statistical documentation. Schedules and coordinates meetings distributes agendas takes minutes and follows up as necessary. Schedules on call physicians for various virtual health programs and uses the cloud-based EMR to support physician billing and track interactions. Responds to internal and external enquiries as appropriate. Performs other administrative and clerical duties as required. This role functions as a member of a collaborative and comprehensive healthcare team ensuring the provision of safe ethical and culturally appropriate care to clients and their families.

Your duties will include:

• Coordinate daily administrative operations: Support the Corporate Director and team by managing communications maintaining policies and procedures and preparing confidential reports documents and presentations.

• Schedule meetings and physician coverage: Organize meetings prepare agendas and minutes and manage on-call scheduling for virtual care physicians; act as a point of contact for program-related inquiries.

• Support physician billing and EMR documentation: Use the cloud-based EMR to track virtual care interactions and assist with billing processes in collaboration with Medical Affairs.

• Maintain records and support project activities: Manage filing systems assist with financial/statistical documentation and support project teams with scheduling tracking and basic data tasks.

Education Training and Experience

• High School Diploma completion of a recognized secretarial program and three (3) to five (5) years recent related experience supporting management staff or equivalent combination of education training and experience.

Skills and Abilities

• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Demonstrated ability to manage multiple complex and competing priorities.
• Demonstrated ability to develop interpret apply and communicate administrative policies procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Demonstrated ability to communicate effectively both orally and in writing.
• Demonstrated ability to work with minimal supervision.
• Demonstrated ability to work effectively both independently and as part of a team.
• Demonstrated ability to handle confidential information with tact and discretion.
• Demonstrated ability to solve problems and develop solutions.
• Ability to keyboard at 50 WPM.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel Access PowerPoint Outlook Visio) related databases and Internet.
• Demonstrated ability to use related equipment.
• Physical ability to perform the duties of the position.

• Competitive salary: $48476 - $63624 CAD annually depending on experience
• Comprehensive benefits: Eligible employees receive a robust medical and dental benefits package as well as 4 weeks paid vacation starting.
• Pension plan: Eligible employees can work towards a comfortable retirement through employer-matched contributions to one of Canadas strongest pension plans!
• Meaningful impact: Your dedication and expertise will directly impact the lives of patients including many from marginalized communities.
• Growth opportunities: We welcome individuals at all stages of their career offering opportunities for professional development and growth.
• State-of-the-art facilities: The new St. Pauls Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada designed to appropriately address the future health needs of patients families and our communities. From hospital care to primary and community health solutions the new St. Pauls Hospital and health campus will continue to lead innovations in care research and teaching. The new St. Pauls Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Who we are:

Providence is a non-profit healthcare provider with over fifteen sites including a large tertiary hospital in the heart of Vancouvers beautiful and vibrant Downtown a smaller community hospital in the idyllic Mount Pleasant neighborhood one of the largest referral centres for rehabilitation in British Columbia and five long-term care facilities as well as other clinics.

As a leading teaching and research organization and the provincial referral center for Cardiac HIV/AIDS and Renal Care we provide services ranging from acute and long-term care to leading substance use and addiction treatment supporting some of BCs most marginalized communities. Guided by the motto how you want to be treated delivering exceptional patient and family-centered care is our mission.

Curious about working at PHC and the culture of our teams Check out the video below to learn more and meet some of the members of the team youd be joining:

Your day to day:

• Oversees the day-to-day administrative workflow for including participating in establishing and preparing standards policies procedures and instructions that contribute to the effectiveness of projects practices and initiatives.
• Uses word processing spreadsheet and graphic software to produce a variety of reports correspondence rosters/schedules and presentation materials for meetings and seminars. Creates and maintains spreadsheet and database files to record retrieve analyze and display data. Uses business diagram software to prepare flow charts project plans organizational charts and other material.
• Handles day-to-day correspondence including processing confidential mail and email files photocopies and faxes. Identifies prioritizes and takes follow up action on items by responding to communication and liaising internally and externally to respond to share information clarify details and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate team member.
• Supports the Corporate Director in preparing financial and statistical reports and supporting documents. Assists with compiling and preparing budget-related documentation. Also assists project teams with scheduling tracking and user support of project platforms.
• Schedules prioritizes and organizes appointments meetings and seminars to support the effective and efficient coordination of Virtual Health programs. Prepares and distributes agendas and circulates documentation for review in a timely manner. Attends a variety of committee and departmental meetings to provide secretarial support and/or information and records minutes that may be of a confidential or sensitive nature and takes follow up action as required.
• Schedules on call physicians and tracks virtual visit activity within the various virtual support programs. Acts as a resource and point of contact regarding these programs responding to routine enquiries and providing information. Refers issues where required.
• Uses the cloud-based EMR (Electronic Medical Record) to support physician billing. Liaises with Medical Affairs regarding physician enquiries and to ensure correct physician payments and makes adjustments as required. Assists with tracking physician-to-physician interaction in the EMR to ensure full patient information is collected and documented.
• Updates and maintains filing systems both electronic and hard copy to ensure access and timely retrieval of information.
• Performs other related duties as assigned.

We acknowledge that Providence Health Care & the new St. Pauls Hospital site is located on the traditional ancestral and unceded territory of the Coast Salish Peoples including the territories of the xmkwym (Musqueam) Skwxw7mesh (Squamish) and Sllwta/Selilwitulh (Tsleil-Waututh) Nations.