Vancouver, Canada
Regular,Full-Time
Program
Share on social media
Category
Clerical/Secretarial Administrative/Administrative Resource Team
Requisition number
205032E
Date posted
10/02/2026
Job Summary
In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Assistant reports to a Director and serves as a vital linkage and communication source to keep the program/department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a program/department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of administrative services. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquires and clarify details, coordinates appointments and meetings, attends and records management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents. The Program Assistant supports leadership in setting a positive, collaborative, efficient tone for the program/department.
Duties/Accountabilities
- Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
- Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Enters and collects data, and compiles relevant statistical information and reports.
- Maintains a consistently updated and accurate meeting schedule for the program/department as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents and meeting facilitation. Coordinates administrative meeting logistics and makes catering, travel and accommodation arrangements. Attends and acts as a recorder for confidential meetings such as management meetings and follows-up on action items and in-services as required.
- Authorizes expense reimbursements and invoices up to a pre-determined limit, and utilizes an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment. . Ensures appropriate supplies and support materials are available and equipment is in working order. Coordinates and standardizes the implementation of technology (new and existing) within the program.
- Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
- Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
Qualifications
A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities. Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an intermediate level. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. Demonstrated interpersonal and time management skills. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.
Apply Save job
Back to search result
SVG
Internal job portal
Current employees must apply through the internal job portal (link is external) .
If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca (link sends email) with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.
SVG
PHSA’s values and Coast Salish Teachings
PHSA embodies values that reflect a commitment to excellence. PHSA’s values are: Compassion, Respect, Equity, Courage, Innovation. In addition, PHSA accepted six Coast Salish Teachings from Coast Salish Knowledge Keeper Shane Pointe, Siem Te’ta-in.
Learn more about PHSA’s values and teachings
Back to top
Sign up for job alerts
SVG
Learn about new career opportunities
Be the first to know about new jobs at PHSA with recent postings sent straight to you!
Email Address
Job Categories
Call Taker / DispatcherClerical/Secretarial Administrative/Administrative Resource TeamCommunicationsCommunity Health ServicesData AnalyticsDentalDentistryFinance / PayrollHealth Information ManagementHuman Resources/ OH&S / EducationIndigenous HealthInformation TechnologyLab PathologyLegal, Privacy, and RiskManagementMedical ImagingMedical LeadershipMedical Staff - OtherMental HealthMental Health Support ServicesMolecular Imaging and TherapyNew Grad NurseNursing/Licensed Practical NurseNutritionOperations & Strategy ManagementParamedicPatient Care Support ServicesPharmacyPhysiciansProject ManagementPsychiatryPsychologyQuality and SafetyRadiation TherapyResearchRespiratory TherapyRespiratory Therapy Social WorkSonographySupply Chain/Purchasing/LogisticsSupport ServicesTherapy ServicesTrades
Call Taker / Dispatcher
Clerical/Secretarial Administrative/Administrative Resource Team
Communications
Community Health Services
Data Analytics
Dental
Dentistry
Finance / Payroll
Health Information Management
Human Resources/ OH&S / Education
Indigenous Health
Information Technology
Lab Pathology
Legal, Privacy, and Risk
Management
Medical Imaging
Medical Leadership
Medical Staff - Other
Mental Health
Mental Health Support Services
Molecular Imaging and Therapy
New Grad Nurse
Nursing/Licensed Practical Nurse
Nutrition
Operations & Strategy Management
Paramedic
Patient Care Support Services
Pharmacy
Physicians
Project Management
Psychiatry
Psychology
Quality and Safety
Radiation Therapy
Research
Respiratory Therapy
Respiratory Therapy
Social Work
Sonography
Supply Chain/Purchasing/Logistics
Support Services
Therapy Services
Trades
Select the job categories you want to be notified for. You can optionally select one or more locations as well to limit the alerts you receive to jobs in those locations.
Locations
AbbotsfordBurnabyCampbell RiverChilliwackCoquitlamCourtenayCranbrookDawson CreekDuncanFernieFort St. JohnHopeKamloopsKelownaLadnerLangleyMaple RidgeMissionNanaimoNelsonNew WestminsterNorth VancouverNorthern BcOliverParksvillePembertonPentictonPort CoquitlalmPort CoquitlamPort MoodyPowell RiverPrince GeorgeRichmondSaanichtonSalmon ArmSecheltSquamishSurreyVancouverVernonVictoriaWhistlerWhite Rock
Abbotsford
Burnaby
Campbell River
Chilliwack
Coquitlam
Courtenay
Cranbrook
Dawson Creek
Duncan
Fernie
Fort St. John
Hope
Kamloops
Kelowna
Ladner
Langley
Maple Ridge
Mission
Nanaimo
Nelson
New Westminster
Northern Bc
North Vancouver
Oliver
Parksville
Pemberton
Penticton
Port Coquitlalm
Port Coquitlam
Port Moody
Powell River
Prince George
Richmond
Saanichton
Salmon Arm
Sechelt
Squamish
Surrey
Vancouver
Vernon
Victoria
Whistler
White Rock
Your personal information is collected, used, and disclosed only for the purposes of delivering updates to you about career opportunities. Provincial Health Services Authority collects your information as authorized under section 26 (c) of the British Columbia Freedom of Information and Protection of Privacy Act (FIPPA). By submitting your information, you acknowledge that you have read our privacy policy and consent to receive email communication from PHSA. You may unsubscribe at any time.
I accept terms of service
Current employees must apply through the internal job portal (link is external) .
If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca (link sends email) with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.
PHSA embodies values that reflect a commitment to excellence. PHSA’s values are: Compassion, Respect, Equity, Courage, Innovation. In addition, PHSA accepted six Coast Salish Teachings from Coast Salish Knowledge Keeper Shane Pointe, Siem Te’ta-in.
