Program Support Supervisor, Learning BCEHS
BC Emergency Health Services
Vancouver, BC
In accordance with the Mission, Vision, Values and strategic direction 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.
Reporting to the Manager, Program Support, the Program Support Supervisor is responsible for ensuring the smooth delivery of administrative, financial and logistics activities for education and training programs within BCEHS Learning by supervising support staff and overseeing the workflow. This includes the coordination of suppliers, vendors, caterers, and travel arrangements; draft preparation and changes to education and instructor/evaluator schedules; and the review and confirmation of expenditures and invoices. This role provides a variety of office administration, clerical and financial functions for BCEHS Learning and designated leader(s) by utilizing established software applications, including learning management system(s) (LMS) Microsoft Outlook, Excel, and Word. Working in conjunction with senior leadership, the Program Support Supervisor ensures that the area maintains continuously improved administrative processes and procedures so that they are streamlined, accurate and best to support the department needs and course/program delivery at BCEHS.
What you’ll do
- Supervises designated support staff by performing duties such as scheduling and coordinating work assignments, monitoring work, determining related training and orientation requirements for staff, and providing input to performance evaluations.
- Coordinates the administrative, clerical, purchasing and financial support functions for Learning and oversees the workflow of the department by establishing work schedules and priorities, organizing operating procedures to meet departmental needs, and providing work guidance and ongoing support to staff to ensure performance standards and legislative policies are met.
- Identifies new and/or current areas requiring training and development and/or changes, developing training materials for support staff, organizing sessions, facilitating training sessions, and maintaining up-to-date staff training records as appropriate.
- Participates in the selection of staff by screening applicants, arranging for testing, sitting on interview panels, and providing input through the interview process.
- Develops and documents new work methods and procedures and identifies and investigates problems and finds alternative solutions in collaboration with the team. Provides options and recommendations of changes to Manager and communicates new information and changes to staff. Refers non-routine matters to Manager as required.
- Oversees and provides support to designated staff regarding administrative and financial functions for Learning. This includes negotiation of rates for suppliers and vendors for facilities and catering, coordination of travel arrangements, draft preparation and changes to course/program and instructor/evaluator schedules, and course set up and maintenance in the LMS. Reviews and confirms expenditures and invoices. Records and tracks month end accrual information from vendors for the department. Refers non-routine issues and concerns to Manager as appropriate.
- Performs administrative duties such as scheduling and chairing team meetings, responding to inquiries, screening incoming materials, sorting, prioritizing, logging, and distributing incoming/outgoing correspondence, and updating and developing online resources for Learning. Responds to financial queries and problems such as delayed or duplicate payments, rate changes and recording errors. Investigates issues, initiates corrective action and follows up as required.
- Collaborates with a variety of departments to resolve issues and develop solutions for course/program needs and ensure successful course/program delivery.
- Produces documents for Learning, such as reports, correspondence, presentation materials, spreadsheets, and memos, by using established software applications. Maintains and updates various computer databases.
- Maintains the timekeeping records for staff. Ensures the correct and timely input of payroll and personnel related data into the staff scheduling system.
- Provides administrative support to Managers and department staff, including determination of urgency and nature of requests, resolution of schedule conflicts, contacting relevant parties, and preparing correspondence for Manager’s signature.
- Performs other related duties as assigned.
What you bring
Qualifications
- Grade 12 supplemented by accounting courses and four (4) years’ recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.
Skills & Knowledge
- Ability to supervise.
- Ability to keyboard at 50 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to organize work.
- Ability to operate related equipment.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Regular, Full-time
Wage: $30.06 / Hour
Location: 2955 Virtual Way, Vancouver, BC V5M 4X3
Closing date: Applications accepted until position filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 143848E
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
What we do
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.
Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments’ unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.
ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca
Please note the internal job posting will no longer be accessible after the expiry date of April 14, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.