Administrative Assistant
BC Center for Excellence in HIV/AIDS - Vancouver, BC

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Please note: Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS: This is an 18-month full time position with the potential for extension

JOB START DATE: As soon as possible

SALARY: Commensurate with qualifications and experience

LOCATION: BC Centre for Excellence in HIV/AIDS (BC-CfE), Vancouver, BC

JOB: To be responsible for providing confidential administrative assistance and secretarial support to designated Director, staff and programs/services throughout the department, utilizing strong communications skills.

ORGANIZATION: The BC-CfE currently employs a team of Statisticians, Programmers, Data Analysts, Clinical Research Assistants and Data Entry Clerks who work collaboratively on cohort-based epidemiological and clinical studies. The BC-CfE is a world renown HIV/AIDS Research Centre including Research Laboratory, Clinical Trials, Drug Treatment Program, Epidemiology and Professional Education Programs.


  • Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow-up as appropriate
  • 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 to assist in decision making and meeting facilitation
  • Maintains a consistently updated and accurate appointment schedule for the Director
  • Produces reports, correspondence, presentation materials, spreadsheets and memos Maintains, updates various computer databases and web pages
  • Liaises in a professional and courteous manner with directors, staff and the public
  • Collaborates with peers to ensure administrative systems and processes are consistently followed and monitored for effectiveness
  • Performs other duties as required


  • Graduation from a recognized administrative assistant/secretarial post-secondary program
  • Three to five years of administrative support experience or an equivalent combination of education, training and experience
  • Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills, as well as excellent knowledge of Macintosh computers
  • Ability to type a minimum of 60 wpm, operate general office equipment
  • Excellent interpersonal skills, including tact and diplomacy, in dealing with a variety of work situations, hospital staff, board members, government representatives, community agency personnel and the general public
  • Demonstrated communication skills to respond effectively to inquiries, both verbally and in writing, flexibility to meet and adapt to changes in organizational priorities
  • Ability to multi-task, work independently with minimal direction, and work under pressure with constant deadlines, using strong organizational, time management and prioritizing skills
  • Demonstrate aptitude for detailed work, capability of decision making/problem solving within predetermined guidelines
  • Familiarity with HIV/AIDS-related issues and the delivery of health care an asset

Please include in your letter of submission:

  • Curriculum Vitae
  • Experience and interests
  • Salary Expectation and availability