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College of Physicians and Surgeons of BC
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Senior Administrative Assistant

Full Time
Vancouver, BC     

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The College of Physicians and Surgeons of British Columbia situated in the heart of downtown Vancouver is seeking an experienced Senior Administrative Assistant (Accreditation Assistant) to join their team within the Non-Hospital Medical and Surgical Facilities program. 

In return for your hard work and commitment, we offer an excellent working environment, competitive salary, dependent upon your skills and experience, a comprehensive benefits package and opportunities for personal and professional growth.

That's not all - as a valued employee, you will also enjoy: 

  • Monday to Friday schedule - no weekend work!; Core Hours 8.30am until 4.30pm
  • Group life and health benefits program (long-term disability, life insurance, medical & dental benefits)
  • Employee Assistance, Tuition Reimbursement and wellness programs;
  • fully-equipped fitness centre
  • transit subsidies
  • casual dress Fridays, 
  • Opportunities to develop your skills through professional development and paid training;
  • Social events such as a summer barbecue, annual staff appreciation day, holiday celebrations.

Reporting to the manager, Non-Hospital Medical and Surgical Facilities Program (NHMSFP), the Senior Administrative Assistant (Accreditation Assistant) will work collaboratively with program staff and other College departments to uphold its mandate to establish, monitor and ensure standards of practice in private medical and surgical facilities in British Columbia. 

Duties and responsibilities

Duties include but are not limited to the following:


  • prepare correspondence and meeting agendas, recording, transcribing, editing and distributing minutes for the program
  • coordinate and schedule appointments, conferences, meetings, special events for internal and external stakeholders
  • prepare written communication pertaining to a variety of NHMSFP matters
  • manage and contribute to the ongoing improvement of the NHMSFP database and other program-related IT initiatives
  • respond to inquiries from College staff, the public, non-hospital medical/surgical facilities and other offices external to the College on a wide range of topics
  • manage annual facilities statistical reporting process to facilitate oversight of facility activities and invoicing of annual fees
  • assist with all aspects of the NHMSFP Committee and the Complication Review Subcommittee meetings and other meetings as they may arise as follows:
    • schedule meeting dates and books resources as necessary
    • prepare agenda, summaries, compiles and distributes meeting packages
    • compose, edit and distribute minutes
    • prepare correspondence in response to action points arising on behalf of deputy registrar, chair(s), director and manager


  • liaise with facilities to schedule accreditation assessments and reassessments as follows:
    • liaise with facilities to schedule accreditation visits
    • organize and maintain the NHMSFP accreditation files
    • organize, monitor and follow up on accreditation documentation throughout the accreditation process
    • respond to telephone inquiries from a variety of sources
    • liaise with facilities and accreditors during the accreditation process
    • arrange accreditation team travel and accommodation
    • prepare statements and ensure accurate accounting of accreditation team honoraria and expenses
    • assist accreditation teams and collate and distribute accreditation materials
    • edit and proofread accreditation reports
    • prepare final accreditation report and accreditation certificate
  • clinical trials
    • review, monitor and track all clinical trials conducted in facilities
    • prepare all correspondence, documentation and follow-up

Physician privileging and credentialing

  • conduct preliminary assessments for physician applications requesting privileges at a non-hospital facility
  • analyze the applicant/registrant’s credentials with the Royal College of Physicians and Surgeons of Canada specialty, subspecialty, special program, and/or diploma requirements
  • analyze the applicant/registrant’s credentials with requirements set out by the provincial or federal authorities related to that area of practice (e.g. podiatry, dentistry)
  • follow up with applicants/registrants to provide supporting documentation or additional information, including information about training, experience or credentials
  • review the applicant/registrant’s registration history with other medical regulatory authorities (i.e. monitoring, complaints, disciplinary or other issues)
  • respond to applicant/registrant inquiries
  • prepare the Registration Committee and NHMSFP Committee summaries
  • prepare and send Registration Committee and NHMSFP Committee post-meeting correspondence
  • ensure follow-up items from the Registration Committee and NHSMFP Committee meetings are completed

Skill and qualifications

Required skills and qualifications include:

  • post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
  • a minimum of three years of related experience is required
  • ability to work both independently and as a team member
  • interpersonal and organizational skills, excellent oral and written communication with accuracy and attention to detail
  • ability to demonstrate a high level of initiative, analytical and investigative skills
  • ability to multi-task, prioritize, work under pressure and meet deadlines
  • ability to interpret, research and apply complex standards and processes
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information
  • excellent typing ability; 70 wpm an asset and operate a normal range of office equipment
  • intermediate knowledge level of MS Office software that includes word processing, spreadsheet, database applications, PowerPoint, electronic mail and scheduling applications
  • excellent communication skills, including written, using business English, verbal, editing and proofreading
  • experience in medical/surgical office administration an asset
  • previous experience interfacing with patients or the public is an asset

The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.

All applications for this position must be submitted online at

We thank all applicants for their interest; however, only those selected for interview will be contacted.

Posted: September 20, 2016
Closes:November 19, 2016
Email Address:
Company Info
51-200 employees
Health Care
Public Administration

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About College of Physicians and Surgeons of BC

The College of Physicians and Surgeons of British Columbia regulates the practice of medicine under the authority of provincial law. All physicians who practise medicine in the province must be reg...

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