SalaryThe salary range for this position is CAD $28.80 - $30.53 / hour
Job SummaryWe are currently looking to fill a Relief Full-Time opportunity for a Program Assistant to support Populuation & Public Health in Delta, B.C. This position is available until January 2027, or until return of incumbent.
Delta
A vibrant suburban city with a seamless blend of rural landscapes and urban development. A vibrant and rapidly growing suburban city where urban and rural landscapes blend together, Delta is made up of three distinct communities: Ladner, Tsawwassen and North Delta. With a rich farming and agricultural history, Delta bodes spectacular oceanfront beaches and magnificent views of Washington state’s Mount Baker.
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 OverviewThe Program Assistant assists in implementation and program delivery for designated Population & Public Health (PPH) program initiatives by providing program, administrative, coordination and project support.
Assists in the preparation/planning of budgets; monitors revenue / expenditures; processes and tracks contracts; inputs into the development, implementation and evaluation of programs, policies, procedures and standards. Performs a variety of secretarial/administrative duties for Program and Manager, including gathering data, preparing statistical reports and assisting with the program's regular reporting requirements. Maintains various databases, relevant documents, sets up and maintains file management systems. Coordinates clinic schedules and assists in the recruitment and selection of designated PPH staff as required. Liaises with a variety of internal and external individuals, departments and organizations.
This position may be required to travel to more than one location within an assigned geographical area.
Responsibilities
- Provides implementation support for projects and liaises with all levels of staff within designated PPH program.
- Participates on special projects and assignments as requested, collects and analyzes relevant data, and produces required reports.
- Provides off-site field work, including liaising with designated PPH staff and other stakeholders.
- Participates in establishing and preparing operational standards, procedures and instructions that contribute to the effectiveness of the program. Assists in the development of regular progress reports.
- Prepares contracts for special projects based on contract template. Reviews contract content with Manager. Monitors payments and maintains contract files.
- Develops and maintains an efficient system for receiving, processing, filing and retrieving department documents and materials including correspondence, budget and financial information, project documents, meeting/committee meetings and contracts including monitoring of payments.
- Initiates, processes and/or monitors purchases via purchase cards, purchase orders and requisitions and forwards for approval as requited; verifies codes and calculations, tracks invoices, follows up on discrepancies and contacts other for correction of errors. Investigates invoice anomalies and damages shipments as requited. Reconciles purchase card statements and expense claims. Receives, records, checks, balances cash transactions, including receiving payments and issuing receipts. Makes bank deposits as necessary.
- Coordinates and schedules appointments and meetings, as directed. Determines requirements and ensures all necessary support documentation is available and arrangements are completed. Prepares agendas, records meeting notes. Monitors task lists and follows up on action items as required.
- Assists in the recruitment and selection of designated PPH staff by posting positions, reviewing applications, arranging interviews, and participating on interview panels.
- Provides varied administrative support to program staff by drafting routine and non-routine correspondence, typing a variety of documents such as reports, letters, minutes, presentations and memoranda. Resolves day-to-day problems, determines priorities, evaluates procedures and makes recommendations and implements revised methods for the program.
- Assists the Manager with budget planning by performing duties such as preparing financial summaries and reports. Assist 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 program by comparing actual and budgeted expenditures, identifies and analyzes variances and anomalies, and follows up on variances. Verifies and processes invoices, employee expense claims and purchase requisitions.
- Provides payroll, staff and vacation scheduling functions and administrative orientation to all new staff for portfolio.
- Prepares, tracks and maintains forms related to administrative and/or program staffing changes, new hires and postings.
- Maintains the program's equipment/resource materials needs.
- Establishes and maintains FH Intranet website and provides updates to FH Communications for any revisions needed to the FH extranet website for the program.
- Liaises with computer technical support services to ensure timely servicing of computer equipment. Provides informal training to staff on the use of equipment and software and acts as a resource.
- Performs other related duties as required.
QualificationsEducation and ExperienceGrade 12 plus graduation from a recognized administrative or secretarial program plus three (3) years' recent related experience or an equivalent combination of education, training and experience.
Valid Class V B.C. Driver's Licence and access to a vehicle for business related purposes.
Skills and Abilities
- Ability to communicate effectively, both verbally and in writing
- Physical ability to carry out the duties of the position
- Ability to work independently and in cooperation with others
- Ability to operate related equipment
- Ability to plan, organize, and prioritize
- Ability to type at 50 wpm
- Business writing skills
- Knowledge of general office procedures
- Ability to establish and maintain rapport with clients
- Ability to supervise
- Ability to analyze and resolve problems
- Ability to do basic mathematical calculations
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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Please be on alert for recruitment scams. We are aware of several scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment, nor ask you to download or install an app at any point during our recruitment process.
