Program Assistant, Practice Enhancement Program

Job description

Full-time, permanent Position summary Reporting to the program development manager, the program assistant provides administrative and operational support to the Practice Enhancement Program. The program assistant coordinates assessment processes, supports program participants and assessors, manages documentation and databases, and assists with reporting and program tracking. This role works closely with internal teams to ensure timely completion of assessments and related requirements. Duties and responsibilities Duties include but are not limited to the following: Assessment coordination and administration • vet and compile eligibility lists of participants • initiate participants into the assessment process and coordinate assessment packages • manage assessor calendars and schedule assessments • contact physician offices to arrange assessments • maintain participant and clinic tracking lists • monitor and track deadlines including pre-assessment questionnaires, remote questionnaires, action plans, and assessment reports • receive, log, and process submitted documentation and assessment reports • draft and send participant correspondence, including reminders and non-compliance notifications • respond to program inquiries by email and telephone • liaise with assessors and program team members regarding assessments and follow up actions • assist with outcome correspondence and post-assessment surveys Data management and reporting • manage cases within iMIS including case setup, action tracking, and closure • perform data entry, tracking, and database maintenance • assist with analysis and preparation of program statistics and key performance indicators • run reports and prepare data summaries for internal reporting, including fiscal year statistics and assessment outcomes • collaborate with the program development and evaluation lead to support program analysis and reporting File and records management • maintain accurate and up to date electronic and paper files • scan, file, and organize assessment documentation and correspondence • maintain bring forward systems and issue reminders as required • close, archive, and cull files in accordance with records retention guidelines • support ongoing improvement and maintenance of program databases and filing systems General administrative support • provide administrative support to the team and special projects as assigned • schedule meetings and track deadlines • attend and participate in departmental meetings • liaise with other departments as required • assist with distribution of materials, data entry, and general clerical duties • perform other related duties as assigned Accountability The program assistant is expected to demonstrate initiative, strong organizational skills, and the ability to work independently while contributing effectively within a collaborative team environment. Accountability, attention to detail, and professionalism in supporting program operations are essential. Skills and qualifications Required skills and qualifications include: • successful completion of grade 12 supplemented by a two‐year office administration diploma or equivalent combination of education and experience • experience in a health-care setting an asset • experience or knowledge in medical device reprocessing an asset • working knowledge of Microsoft Office applications including Access, Outlook, Word, Excel and Visio • working knowledge of Adobe Acrobat Pro • excellent written and verbal communication skills • demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries • detail orientated • ability to organize and set work priorities • ability to take direction, be flexible with the demands of the department and work both independently and as a team member • ability to exercise good judgment in recognizing scope of authority and protecting confidential information • proven ability to perform multiple tasks, balance continuous demands and priorities and able to meet deadlines The compensation range for this position is based on an annual salary of $50,574 to $63,217 per year. The College of Physicians and Surgeons of British Columbia (CPSBC) has been recognized as one of BC's top employers since 2011 and as a certified Living Wage Employer in BC since 2025. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package. CPSBC is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process. CPSBC values the strength diversity brings to our workplace, so if you’re excited about a career at CPSBC but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset. We thank all applicants for their interest; however, only those selected for interview will be contacted. CPSBC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation. We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.