Office Coordinator Jobs

Fraser Health continues to be recognized as one of BC's Top Employers, are you someone who is passionate about making a difference in the lives of others?
Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of 45,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.
Effective October 26th, 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.
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Detailed Overview
Reporting to the Manager or designate, performs a variety of administrative support functions for assigned program area such as providing input into the development and evaluation of programs, policies, procedures and standards, processing and tracking contracts and monitoring expenditure; performs word processing duties, compiles information and prepares reports; supervises assigned administrative support staff; participates in performance management, recruitment and selection, attendance management, discipline and training. Liaises with a variety of internal and external individuals, departments and organizations.
Responsibilities

• Performs payroll functions as required such as maintaining time keeping and attendance records, reviewing timesheets for accuracy, entering data into computerized payroll systems, verifying input data, distributing paycheque/stub to employees and investigating and responding to employee inquiries related to payroll.
• Monitors maintenance of the facility and its equipment by consulting with users regarding requirements, contacting suppliers to obtain information such as price, source of supply, delivery date, and informing user departments. Researches solutions and provides input to the Manager. Arranges for on-going building maintenance and repairs as required. Maintains building security by monitoring key distribution/ access cards; ensures staff and outside agencies are aware of alarm system and security procedures.
• Maintains administrative and/or program staff work schedules as required including scheduling and monitoring leaves for administrative staff, coordinating vacation schedules, pre-approving and tracking extended leave requests, and monitoring leave entitlements. Resolves staffing problems as required, including calling in administrative and/or program staff to ensure appropriate staffing levels. Gathers, compiles and/or prepares reports on administrative and/or program staffing information for the Manager; follows up on attendance management issues with the Manager.
• Provides input into the development, maintenance and evaluation of office and clerical support work processes, methods and procedures. Identifies quality improvement activities within the office, makes recommendations to the Manager and implements changes. Provides advice and guidance to department staff on administrative policies and procedures.
• Performs other related duties as required.
• Liaises with computer technical support services to ensure timely servicing of computer equipment; provides informal training to department staff on the use of equipment and software and acts as a resource.
• Supervises designated staff by performing duties such as assigning work, determining work priorities and allocating work accordingly; monitors performance and provides feedback to staff; prepares and/or participates in performance appraisals in conjunction with the Manager; orients new staff and determines training requirements.
• Provides Program Manager with day-to-day financial information with regards to program and supply costs for the purpose of monitoring expenditures against budget allocations; prepares related reports as requested by the Manager.
• Performs word processing duties such as inputting client information, maintaining relevant registers, updating manuals, and preparing medical, legal and other reports, charts, tables, letters, presentation material, and newsletters from rough draft, general instruction, and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Proofreads documents as required. Researches and compiles information to produce a variety of statistical or general reports as required.
• Participates in meetings or on committees on behalf of the program, Manager and/or unit as scheduled or as required by the Manager.
• Provides support to the Manager in processing and tracking of contracts. Provides and/or obtains general information to/from contractors and Finance Department. Provides Manager with up-to-date files on all contracted services held within the office; forwards financial statements provided by all funded Agencies.Tracks progress of contracts and amendments through the signing process and routing them to the appropriate authorities.
• Provides administrative/clerical support to the program by performing duties such as developing and maintaining record keeping/filing systems, screening and prioritizing incoming mail, managing schedules, arranging meetings, taking minutes, composing correspondence and coordinating services according to priorities.
• Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff, maintains related records.
• Prepares purchase orders and/or requisitions for office supplies and equipment and forwards for approval; verifies codes and calculations, tracks invoices, follows up on discrepancies, and contacts others for correction of errors. Investigates invoice anomalies and damaged shipments as required. Maintains a petty cash fund.
• Performs duties associated with First Aide Attendant - level 1 certification as required.
• Answers inquiries and addresses issues by telephone and in person from a variety of sources such as clients, doctors' offices, the Workers' Compensation Board, staff, and the public.
• Assists in the recruitment and selection of administrative staff by performing duties such as reviewing applications, providing input into the development of interview questions, and participating on interview panels; provides feedback to Manager regarding selection decisions. Prepares, tracks and maintains forms related to administrative and/or program staffing changes, new hires and postings.

Qualifications
Education and Experience
Grade 12, plus successful completion of an Administrative Assistant Program plus 3 years' recent related experience including 1 year supervisory experience or an equivalent combination of education, training and experience. Valid BC Drivers License and access to a personal vehicle for work purposes.
Skills And Abilities

• Working knowledge of applicable components of relevant collective agreements.
• Demonstrated ability to plan, organize and prioritize work.
• Comprehensive knowledge of general office practice and procedures and their application.
• Demonstrated ability to provide supervision, leadership and work direction.
• Demonstrated ability to operate related equipment.
• Demonstrated ability to problem-solve, make decisions and exercise sound judgment.
• Physical ability to perform the duties of the position.
• Demonstrated ability to type 50 wpm.
• Demonstrated ability to take initiative.
• Demonstrated ability to use applicable computer equipment and software at an intermediate level.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated ability to communicate effectively both verbally and in writing.
• Knowledge of medical terminology.
• Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
• Demonstrated ability to deal effectively with others.