Administrative Assistant

Kootenay Boundary Physicians Association
Posted a month ago
Trail
~$30,000
Part Time

Job Description

Summary:

Reporting to the Managing Director, KBPA, the goal of this position is to provide administrative support to the board of directors and any project or program of the KBPA. The weekly workload will be variable, but approximately 6-10 hours per week.

Additional contract hours are available through the “Continuing Medical Education” initiative, which will require 2 hours per week on site (details below).

Preference will be given to candidates who are interested in both roles.

Description:

Key Responsibilities and Duties

Provide administrative support to the KBPA Board of Directors or MSA Executives and other assigned projects or Committees.

Scheduling meetings as required.  This includes booking rooms, A/V equipment, and catering requirements.

Preparing agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants.

Taking and transcribing minutes, maintaining accurate records, following-up on decisions made, and ensuring required action is initiated.

Provide clerical support:

Organizing and maintaining electronic and paper files.

Gathering reports and assisting in generating monthly reporting documents.

Handling inquiries from physicians or health authorities in an efficient and courteous manner, providing explanations and/or redirecting, as appropriate.

Taking initiative to anticipate, assist, recommend, develop, and maintain office processes and infrastructure that support program activities.

Assisting on assigned projects and research.

Sorting e-mail and mail and identifying appropriate action or follow up with attached supporting documentation.

Assisting with preparing presentations, communications, correspondence, maintaining contact lists, and updating filing systems.

Providing administrative and logistical support for consultants working for the KBPA.

Performing general office duties as required.

Continuing Medical Education Contract

90 – 120 mins/week , every Thursday from 12-2pm; Sept – June (except Christmas and Spring break)

arriving 30 mins early to set up room (tables/chairs arranged),

let caterers in and ensure catering set up by 12:30,

set up tech and get it operating

if speaker is on site at KBRH, it means getting them set up in the room and ensuring their presentation is showing and transmitting to other sites;

be present during the 60 min session (12:30-1:30) to support the speaker, or attendees with tech,

allow up to 30 mins after rounds ends to put room back together, wipe tables, clean up catering etc.

collect evaluation forms.

Skills and Qualifications:

High school graduation supplemented by business and/or secretarial courses equivalent to up to one year of study with at least 3-5 years related experience.

MS Office suite, Outlook, Excel (high level), Word, and PowerPoint.  Knowledge of Google Drive is an asset.

Strong minute taking and transcribing skills.

Excellent written skills and proven ability to develop clear, concise and comprehensive reports and correspondence.

Ability to effectively organize multiple meetings.

Organized, resourceful and efficient with an outstanding attention to detail.

Able to accurately account and track claims and financial transactions.

Ability to set-up and maintain electronic and paper files. Strong interpersonal, oral communication and relationship skills.

Excellent judgment in setting priorities, identifying issues and determining action required

Capable of working under pressure and deadlines.

Proven ability to multi-task, as the position requires flexibility and adaptability.

Demonstrated ability to work independently as needed but also as an important member of the team.

Additional:

Wage: $25-$30 per hour, invoiced monthly

To Apply:

Interested candidates can email their resume and cover letter to James Brotherhood at jbrotherhood@kbpa.ca

We thank all applicants; however, only those selected for an interview will be notified.

Apply Now

Contact Information