Senior Administrative Officer Jobs

The Public Health Association of BC is Hiring!

Senior Administrative Officer

Victoria, BC

1.0FTE

June 2023 – October 2024 (Maternity Coverage)

Overview

Reporting to the Executive Director, the Senior Administrative Officer (SAO) will provide leadership and enterprise-wide support to operations and initiatives that will contribute to PHABC’s mandate, including a hands-on approach in leading their team to execute its duties and responsibilities, fostering inclusion and a sense of belonging. The SAO will supervise the Administrative Coordinator, Project and Events Coordinator, and Financial Officer and work with the Communications Director and all Program Managers to ensure the smooth operation of the organization. The SAO will provide corporate oversight for executive functions and is a key link between the Food Systems, Immunization, Main Office, and Committee Members.

The SAO will be responsible for coordinating branch operations for each program unit, centralized reporting for the Executive Director, support staffing and recruitment process, training and development, project oversight, contract administering, project management coordination, minor tech support and supervision of all office administrative functions. This role coordinates a large number of internal and external stakeholder groups working in a fast-paced environment on projects that span multiple government branches, ministries and agencies.

The ideal candidate will be confident in a dynamic environment with multiple project and duties, be a professional communicator, detail oriented, flexible, solutions-focused and able to work independently. A valid divers license and a personal vehicle is required to complete duties in town and occasional travel out of town for PHABC engagements. The position will be home-based and preference will be given to candidates located within the Capital Regional District.

Background

The Public Health Association of BC (PHABC) is a voluntary, non-profit charity (est. 1953) that promotes and protects public health by actively working to advance the development and implementation of healthy public policy, by encouraging and facilitating research that supports public health and cooperating regionally, nationally and internationally with partner organizations. Its national linkages enable the PHABC to participate in dialogue and action on matters of interest across Canada.

PHABC has a long track record of fiscal and administrative stability and considerable experience with community development, continuing education, initiatives addressing the determinants of health and project planning, implementation, assessment and evaluation. PHABC has partnered with the federal and provincial governments to carry out significant knowledge development and exchange projects.

PHABC maintains a number of provincial programs including I Boost Immunity, Farm to School BC, Immunize BC, Can You Dig It, BC Coalition for Healthy School Food – BC Chapter and Kids Boost Immunity, now a national program with a pilot recently developed in Scotland and interest from other countries.

Key Accountabilities/Responsibilities

• Assist Financial Officer and Executive Director to conduct activities related to financial month- and year-end reviews;
• Manage human resources for the organization including highly confidential and sensitive issues;
• Supervise and provide guidance to office staff including Administrative Officer, Financial Officer, Project and Events Coordinator, and any other operational position, including short term contractors, internships and volunteers;
• Work with the Communications Director to develop and approve PHABC communications planning and ensure consistent brand identities across all program and project templates;
• Report to and take guidance from the Executive Director. Also report to and take guidance PHABC board members as requested;
• Other duties and responsibilities as requested to support the mandate and mission of the association.
• Review and support grant writing, policy development and developing, managing and providing direction on briefing materials, reports and correspondence; and managing administrative processes;
• Develop and maintain a good working relationship with senior-level colleagues, technical staff and stakeholders;
• Develop association templates, policy, procedure and reporting processes, contract creation;
• Oversee all operational aspects of the organization including but not limited to: human resources management, financial management, management of policy, procedures, planning and strategic goals, networking with other organizations and government officials, oversee committee operations, explore opportunities to expand program reach;
• Maintain the electronic records of the association including policies, project documents, policies, and financials;
• Participate in recruitment, hiring, training, development and performance review of main office staff with ED;

Qualifications & Required Skills

• A detail-oriented, flexible and solutions-based work ethic;
• Ability to work independently, take initiative and assume responsibility with minimal supervision;
• Experience using Adobe Acrobat, website management programs (WordPress, CiviCRM), managing virtual file servers;
• Experience and familiarity with non-profits, charities & reporting to a board of directors;
• Highly proficient in MS Office: including Word, Excel, Project, Outlook, PowerPoint;
• Demonstrated ability to work with a diverse people and groups, strong interpersonal & relationship building skills;
• Demonstrated ability to manage multiple projects, set priorities and meet deadlines;
• Possess a fundamental respect for all whom they meet & encounter through their work;
• Valid BC Driver’s license and a personal vehicle.
• Post-secondary certificate in Administration, Business or a related field & minimum 5 years’ professional experience;
• Strong project management, organizational and administrative skills;

This is a 1.0 FTE position from June 2023-October 2024 providing maternity coverage, valued forty (40) hours per week at a rate of $33.61 per hour and including three (3) week’s paid vacation. The selected candidate will be offered employment including extended health & dental benefits, personal internet use allowance, and sick/personal/birthday leave following a successful probationary period of ninety (90) days. This position may turn into a permanent position after October 2024 depending on potential operational structure changes.

To Apply

Please submit a resume, 3 references, and a cover letter detailing why you would be the ideal candidate for the position to Christina Lavoie at [email protected] by Friday June 2^nd, 2023. Please include PHABC Senior Administrative Officer Job Posting in your email subject line.

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

PHABC is an equal opportunity organization and all qualified applicants will receive consideration for this position without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.