SalaryThe salary range for this position is CAD $33.71 - $35.58 / hour
Job SummaryWe are currently looking to fill a Relief Full-Time opportunity for a Administrative Supervisor to support Populuation & Public Health in Burnaby, B.C. This position is available until May 2026 or until return of incumbent.
Burnaby
One of the highest parkland-to-resident ratios in all of North America, Burnaby is a rapidly growing metropolitan area at the geographic centre of Metro Vancouver with different municipalities at all of its borders. The city is recognized as one of the Lower Mainland’s most attractive suburbs and is known for its schools, lakes, and mountains. It has one of the highest parkland-to-resident ratios in all of North America, and is home to a wide variety of arts and culture. There is always something new to experience.
Experience the exceptional benefits of working with us including:
- Comprehensive, 100% Employer-Paid Benefits: Enjoy peace of mind with full coverage.
- Generous Vacation Time: eligible employees can earn up to four weeks of vacation to recharge and relax.
- Benefit Portability: Seamlessly transfer your benefits from another HEABC employer.
- Immediate Pension Enrollment: Secure your future with a defined municipal pension plan from day one.
- Maternity Top-Up: Receive an 87% top-up during maternity leave.
- TransLink Pass Subsidy: Save on commuting costs with a 50% subsidy on TransLink passes
- Additional employee discounts and perks available
*Eligibility based on employment status
#LI-DNI
Detailed OverviewReporting to the Manager, Clinical Operations, the Administrative Supervisor oversees the daily operation of an office(s) and the delivery of administrative support services. Provides overall office management by performing a variety of functions including: provides financial support by assisting with the preparation and planning of budgets, and monitoring of revenue and expenditures for a designated area; processes and/or tracks contracts; provides input into the development and evaluation of programs, policies, procedures and standards; supervises administrative support; determines work priorities; conducts performance evaluations; and supports recruitment and selection, attendance management, discipline and training. Liaises with a variety of internal and external individuals, departments and organizations.
Responsibilities
- Assists the Manager with budget planning by performing duties such as preparing financial summaries and reports. Assists with the development of short and long-term plans for capital needs by collating and prioritizing requests for space, furniture, and/or equipment. Monitors expenditures for designated area by comparing actual and budgeted expenditures, identifies and analyzes variances and anomalies, and follows up on variances.
- Oversees the daily operation of an office(s) and the delivery of administrative support services. Supervises designated staff by performing duties such as coordinating and monitoring work assignments and work flow for a variety of functions to meet departmental needs, determining work priorities and allocating work accordingly; monitors performance, provides feedback, and conducts performance evaluations; determines training requirements and orientates new staff.
- 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 and investigating and responding to employee inquiries related to payroll.
- 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.
- Supports the recruitment and selection of administrative staff by performing duties such as reviewing applications, developing interview questions, participating on interview panels, and conducting reference and criminal record checks where appropriate; makes recommendations to the Manager on hiring decisions. Prepares, tracks and maintains forms related to administrative and/or program staffing changes, new hires and postings.
- Initiates, processes and/or monitors purchases via purchase cards, purchase orders and requisitions and forwards for approval as required; 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. Reconciles purchase card statements and expense claims. Receives, records, checks, balances cash transactions, including receiving payments, issuing receipts and maintaining petty cash. Makes bank deposits as necessary.
- Provides support to the Manager in processing and/or tracking of contracts and Physician Sessionals, as requested. 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 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.
- Coordinates office/workspace moves by working closely with the appropriate Managers and staff, identifying and organizing all components of the move; ensures that office requirements are met for building space, furniture, telecommunication devices, supplies and equipment, computer hardware and software, office supplies and other physical assets by performing duties such as maintaining inventory, monitoring usage, researching and recommending best value to program, arranging for repairs, and liaising with suppliers/contractors, Material Management and other related FH support departments.
- 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.
- 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.
- 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.
- 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.
- Receives and logs Consent for Release of Information Requests; requests and forwards Freedom of Information Requests to the Privacy office, maintains related records.
- Answers inquiries and addresses issues by telephone and in person from a variety of sources such as clients, doctors' offices, WorkSafe BC, staff, and the public.
- Participates in meetings or on committees on behalf of the program, Manager and/or unit as scheduled or as required by the Manager.
- Performs other related duties as required.
QualificationsEducation and ExperienceDiploma in Business Administration plus 3 years recent related experience including 1 year office management/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
- Demonstrated ability to communicate effectively both verbally and in writing.
- Demonstrated ability to deal effectively with others.
- Demonstrated ability to analyze and problem-solve, make decisions and exercise sound judgment.
- Demonstrated ability to take initiative.
- Demonstrated ability to provide supervision, leadership and work direction.
- Demonstrated ability to plan, organize and prioritize work.
- Demonstrated ability to work independently and in collaboration with others.
- Demonstrated ability to type 50 wpm.
- Demonstrated ability to use applicable computer equipment and software at an intermediate level.
- Working knowledge of applicable components of relevant collective agreements.
- Comprehensive knowledge of general office practice and procedures and their application.
- Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
- Business writing skills.
- Demonstrated ability to perform financial calculations.
- Demonstrated ability to evaluate and monitor administrative systems and procedures.
- Physical ability to perform the duties of the position.
- Demonstrated ability to operate related equipment.
About Fraser HealthFraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.
People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.
We are committed to planetary health and value diversity in the work force. We strive 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.
Together, we are the heart of health care.
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