Job Description
Vernon Jubilee Hospital Physician Society (VJHPS) is seeking an experienced administrative assistant. Reporting to the Director, Facility Engagement and the VJHPS Board of Directors, this position will be responsible for providing administrative support, assisting in the coordination of special events, monitoring and collecting physician dues, and updating the society's website. The ideal candidate is flexible, has exceptional attention to detail, a "can-do" attitude, a willingness to learn and the ability to work independently with minimal supervision.
This position is primarily remote with occasional meetings, events and errands occurring at Vernon Jubilee Hospital as well as other Vernon locales.
This is a 12 month contract with the potential for renewal.
Responsibilities:
- Scheduling, attending and providing administrative and secretarial support for Society meetings (primarily Zoom). This includes preparation of meeting packages, agendas, discussion documents, minute taking, arranging for meeting logistics for live meetings (food/room booking/av equipment), maintaining meeting records and developing task lists based on meeting decisions.
- Monitoring the collection of physician dues, reconciling payments between bank statements and STRIPE program.
- Organizing and maintaining electronic records and paper files; create and manage electronic on-line forms, create on-line surveys and schedule polls.
- Sorting e-mail and mail, identifying apropriate action or follow-up with attached supporting documentation.
- Maintaining and updating contact lists, website and social media platforms as required.
- Managing email broadcasts.
- Producingand distributing monthly newsletter and monitoring website analytics.
- Coordinating Physician of the Month program.
- Handling inquiries from physicians or health authorities in an efficient and courteous manner, providing explanations and/or redirecting as appropriate.
- Tracking and troubleshooting FEMS issues and updating SEAT program as required.
- Assisting in the coordination of events including annual MSA Family BBQ; Annual General Meeting; Medical Education Opportunities (live and virtual), conferences and other events as they arise.
- Providing administrative support for consultants working for the Society.
- Assisting with organizing and preparing presentations, communications and correspondence.
- Performing other duties as assigned.
Job Types: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 15 - 30 per week
Salary: $25.00-$35.00 per hour
Benefits:
Flexible Language Requirement:
Schedule:
- Monday to Friday
- Weekends as needed
Education:
- Secondary School (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Work Location: Hybrid remote in Vernon, BC V1T 5L2
Application deadline: 2023-07-30
Expected start date: 2023-08-07
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