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Program Assistant

Our client, a non-profit governing body within the healthcare industry, is currently seeking a Program Assistant to join their team in Vancouver.

Reporting to the Manager, Registration & Administration, and the Registrar & CEO, the Program Assistant is responsible for providing registration and administrative support.

This position is tasked with a wide variety of administrative functions within the unit, ensuring smooth office administration. The successful candidate will have very strong attention to detail, be organized, and have experience working with Client Relationship Management Systems (CRMs) – website, client database, email, social media platforms, etc.

 

WHAT YOU WILL DO:

  • Supports the Manager, Registration & Administration, and the application and registration functions, by performing a variety of application and registration tasks as assigned, including processing applications for registration and administration of written and practical examination processes.
  • Provides support to potential applicants in completing their applications to ensure applications are complete.  
  • Provides CRM system support (website, portals, Public Register, Open Regulate), including scanning, maintaining files and documents, and data entry of applicant/registrant information.
  • Coordinates and supports registrant annual registration renewal and adhoc registration status changes. Processes criminal record checks for applicants; coordinating and managing annual criminal record re-checks for registrants.
  • As directed by staff, manages Registration Committee (RC) meeting documentation for access and review by committee members.
  • Liaises with the IT Advisor on all registration related aspects of registration and CRM system.
  • Refers questions to the Registrar, Deputy Registrar, and Manager, Registration & Administration as appropriate.
  • Supports the Manager, Registration & Administration, and the administrative functions, by performing a variety of bookkeeping tasks as assigned (training provided), including processing invoices, maintaining electronic records, while ensuring completeness and accuracy, as well as contact lists for Board and committee members and external organizations.
  • As directed by staff, manages Finance & Audit Committee (FAC) meeting documentation for access and review by committee members.
  • Distributes electronic mailings/notices to registrants.
  • Manages incoming email queries through the organization's information email address, responding to routine questions or notifying relevant staff of questions/comments that require further attention.
  • Refers questions to the Registrar, Deputy Registrar, and Manager, Registration & Administration as appropriate.

 

WHAT YOU BRING TO THE TABLE:

  • Ability to follow direction and work collaboratively and independently with committees and a cohesive staff team.
  • Ability to prioritize and self-direct a daily workload including juggling simultaneous priorities.
  • Ability to consistently meet deadlines and complete projects.
  • Ability to work with confidential information.
  • Task-oriented, with an emphasis on an attention to detail, accuracy.
  • Excellent verbal, written, and interpersonal communication skills.
  • Excellent organizational and time management skills.
  • Bookkeeping experience is an asset but not required.
  • Post-secondary education (degree or diploma), an asset.
  • Progressive experience in office administration, an asset. 
  • Working knowledge and experience in CRM systems, database management, email merges, internet searches, and minute taking, an asset. 

 

WHAT YOU RECEIVE IN RETURN:

  • Competitive salary ($53K to 62K, dependent on experience)
  • 3 weeks vacation 
  • 9-5 with an hour lunch (35 hour work week)
  • RRSP matching
  • Full benefits package 
  • Be apart of an organization that provides continuous support, learning and development and growth opportunities
  • And more!

 

Interviews will be taking place immediately, please apply with your resume (cover letter not required)

Thank you for your interest and we look forward to reviewing your resume.

vanr8

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