Administrative Coordinator, Accreditation Programs (College Of Physicians And Surgeons Of Bc)

Position Summary

Reporting to the director, accreditation programs, the administrative coordinator is directly responsible for supporting the College’s accreditation programs committees. The administrative coordinator also provides executive support to the director, accreditation programs.

The administrative coordinator works collaboratively with the accreditation programs, its directors and managers, has a genuine appreciation for and understanding of discretion and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the College. It is expected that the administrative coordinator always maintains confidentiality, diplomacy, and tact.

Duties And Responsibilities

Duties include but are not limited to the following:

Committee support

• Arrange necessary distribution of handouts, agendas, and minutes
• Attend, record, and compose minutes of the proceedings of committee meetings
• Record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee’s attention
• Develop and monitor meeting agendas supportive of various committee-related initiatives and events
• Assist committee members in accessing committee meeting materials
• Arrange IT equipment as necessary for meetings
• Assist with scanning and uploading to the web portal all materials for committee meetings
• Assist with compiling agendas and supporting documentation for the accreditation committees
• Book meeting rooms, invite and confirm attendance of guests, arrange for catering requirements

Program support

• Compose and type routine correspondence and create spreadsheets based upon brief oral instructions or from draft notes
• Compose program related correspondence for the director and deputy registrar
• Scheduling program related meetings
• Sort and prepare incoming and outgoing mail for the director
• Assist in the maintenance of paper and electronic document and record management systems

Administrative coordination

• Assume the role of administrator and contact person for the director responding to specific and general inquiries from staff
• Lead, as requested by the director, improvement projects and other quality management system projects with various staff in the accreditation programs
• Work independently and collaboratively with the director to ensure the program functions efficiently and effectively
• Maintain records for future inquiries and tracking of expenditures
• Take direction from the director for providing support to the programs and its managers
• Initiate and process paperwork for travel requisitions, requisitions for payment, honoraria, and expense claims
• Perform professionally and make proper and sound decisions; the employee has access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA), so the employee must make informed decisions regarding the release of information
• Distribute correspondence and meeting agendas; record, transcribe, edit and distribute minutes for the all-staff, management teams, and committee meetings
• Coordinate the director’s travel arrangements as required
• Coordinate and schedule appointments, conferences, meetings, special events, and functions for internal and external venues

General

• Perform other duties as required

Skills And Qualifications

Required skills and qualifications include the following:

• Ability to work both independently and within a team environment
• Experience drafting minutes and correspondence
• Demonstrated high level of initiative, time management and organizational ability
• Excellent editing and proofreading skills
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters
• Ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must
• Bachelor’s degree with training in business, management, or the social sciences, or an equivalent combination of education and experience
• Five years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
• Excellent communication skills, both written and verbal
• Knowledge of College policies and procedures is an asset
• Attention to detail and a high level of accuracy
• Working knowledge of Microsoft Office applications including Word, Access, Outlook, PowerPoint, Excel, and Visio
• Demonstrated ability to multi-task, prioritize, work under pressure and meet deadlines

The compensation range for this position is $54,453–$81,679. The compensation range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

How To Apply

All applications for this position must be submitted via the College website:

https://cpsbc.scouterecruit.net/jobs/CPSBC495

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The College welcomes all applicants and is dedicated to promoting a diverse, equitable and inclusive environment.

Value