Program Assistant, Department Of Evaluation & Research Services

Fraser Health is responsible for the delivery of hospital and community-based health services from Burnaby to Fraser Canyon on the traditional, ancestral and unceded territories of the Coast Salish and Nlaka’pamux Nations, and is home to six Métis Chartered Communities.

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. Learn more .

We currently have an exciting opportunity for a Full Time Program Assistant, Department of Evaluation & Research Services to join our team at our Central City Tower, located in Surrey BC. We hire great people for outstanding jobs and need your help to expand the ability to deliver prompt and professional service.

Come work with us!

Fraser Health is proudly recognized as a BC Top Employer . Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including four weeks of vacation to start, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

Effective October 26, 2021 all staff for all positions across health care in British Columbia are required to be fully vaccinated against COVID-19 (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 there are no exceptions.

Fraser Health values diversity in the work force and strives to maintain an environment of Respect, Caring and Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

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Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:

Operating within the context of a client service culture provides administrative and technical duties in support of the Department of Evaluation & Research Services (DERS). Performs duties such as receiving, reviewing and assessing information and documents for accuracy and completeness, creating files for new research agreements, compiling and completing statistical records using advanced word-processing, spreadsheet and database computer operations, and maintaining the research web-site. Summarizes information and generates reports utilizing word processing and presentation graphics software packages. Maintains departmental budgetary and financial information.

Responsibilities

• Responds to requests for information regarding departmental policies and procedures and conveys a response either directly or by correspondence and/or refers individuals to appropriate contacts for specific information as required.
• Arranges internal/external meetings as required by booking rooms, notifying participants, confirming attendance, ordering catering, preparing agenda, conferences and seminars; prepares and distributes handouts and overheads. Records, prepares and distributes minutes and agenda; follows up on action items as required. Makes travel arrangements as necessary; maintains and organizes appointment calendars.
• Maintains budget for the Research Department. Calculates and prepares Administrative Overhead fee invoices, processes payments; records, tracks and follows up on outstanding accounts. Ensures expense claims for FH researchers with grants are processed properly for sign off by the Director. Administers the financial requirements of the DERS research seed grant program. Runs GL/Financial reports from Meditech to identify all costs charged to DERS to maintain ongoing analysis of monthly variance.
• Performs a variety of word processing duties such as typing correspondence including reports, letters, memoranda and emails; prepares charts and tables, presentation material, and newsletters from rough draft and/or general instructions.
• Researches support materials for conducting research; gathers and consolidates this material into resources inventory. Communicates with FH and FH affiliated researchers to obtain research summaries, obtain abstracts from online publication databases for upload to Research Study database.
• Coordinates the workflow for the assigned area; develops and implements new work methods and procedures; identifies problems; recommends alternative solutions and implements approved changes. Contributes to the development of new standard operating procedures, (e.g., Grant Administration, Research Impact). Revises old standard operating procedures, ( e.g., SOPs for Affiliated Researchers, Contract Review). Develops SOP for data entry to Research Administrative database.
• Coordinates DERS contracts with vendors and HSSBC and prepares associated Purchase Requisitions.
• Compiles statistical records on departmental activity by utilizing computer spreadsheet and database applications; prepares background information by researching, gathering and checking data and developing appropriate links and formulae for spreadsheets and databases; summarizes information and generates reports using word processing and presentation graphics software applications. Runs administrative reports using Report Builder for annual reporting.
• Receives information and documents to create files for Research Ethics Applications, Clinical Trial Agreements and other research Agreements related to, industry sponsors, FHA and affiliated investigators and other external funders. Assesses that all information is complete prior to data entry by comparing submitted ethics applications/executed contracts/agreements to ensure compliance with standard requirements. Enters requisite information into database(s)/spreadsheets for relevant department activities. Tracks the contract review/agreement process; follows up with sponsors, investigators and others as required to obtain information needed for processing Clinical Trial Agreements and their budgets. Ensures contracts and collaboration agreements are completely signed off and routed to appropriate FH, industry, and/or academic signatories.
• Performs record management duties for all research studies submitted for ethical review, Clinical Trial agreements and other research Agreements; sets up and maintains secure numeric, alphabetical and subject filing systems/indexes.
• Revises forms as directed for the Research Department.

Qualifications

Education and Experience

Grade 12 graduation from a recognized administrative or secretarial program plus five (5) years' recent, related experience or an equivalent combination of education, training and experience.

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities:

• Ability to operate a personal computer and apply a variety of software applications.
• Ability to operate related equipment.
• Demonstrated ability to organize and prioritize work in an environment subject to changing deadlines, stress and interruptions.
• Ability to work independently using initiative and judgement with limited direction.
• Physical ability to perform the duties of the position.
• Ability to type 60 wpm

Salary range

The salary range for this position is CAD $22.52/Hr. - $29.56/Hr. / hour