Administration and Purchasing Support Assistant, Biomedical Engineering – Providence Health Care

Title of the Job: Administration and Purchasing Support Assistant, Biomedical Engineering

Location: North Vancouver, BC

Job Description: SalaryThe salary range for this position is CAD $30.54/Hr. – CAD $30.54/Hr.Summaryis now accepting applications for a permanent, full-time Administration and Purchasing Support Assistant to join their on-site team at Lion’s Gate Hospital in North Vancouver. Please note that this is a fully on-site role with set working hours of 8AM-4PM Monday to Friday, with Saturday, Sunday, and stats off.The Administration and Purchasing Support Assistant works as a member of an integrated regional team reporting to the Administrative Supervisor. This role works in collaboration with the Manager or designate to support the integrated Biomedical Engineering department which provides services in support of the safe, efficient, and effective utilization of medical technology. Performs administrative functions such as liaising with Biomedical Engineering sites on work flows and other departmental support matters, participating in inter-site meetings, and coordinating the clerical/administrative workflow at applicable sites. This role is also responsible for performing data management duties supporting lower mainland sites across Fraser Health, Providence Healthcare, Provincial Health Services Authority and Vancouver Coastal Health (collectively, the “organizations”). Duties include coordinating purchasing functions, verifying the accuracy of invoices and shipments, maintaining accounts records; using the Computerized Maintenance Management System for medical device parts ordering, inventory tracking, work order entry, procedure entry and other functions that support effective work workflow; performing timekeeping duties for a portfolio by utilizing Workforce Management Solutions systems, corresponding to written and verbal enquiries from staff and Payroll regarding timekeeping discrepancies, and maintaining filing systems according to departmental policies and procedures.Your duties will include:Administrative Support: Liaises with multiple Biomedical Engineering sites, coordinates workflows, participates in inter-site meetings, compiles statistical reports, and manages administrative functions like receiving visitors, phone calls, and handling routine inquiries.Purchasing & Invoice Verification: Manages purchasing processes by processing purchase requests for medical device parts and supplies, verifying invoice accuracy, preparing purchase orders, and resolving discrepancies with vendors and staff.Data & System Management: Utilizes the Computerized Maintenance Management System to input, track, and manage data related to medical devices, inventory, maintenance, and work orders, ensuring smooth departmental workflows.Timekeeping & Payroll Coordination: Maintains timekeeping records, submits payroll, handles staff scheduling inquiries, processes absence notifications, and manages requests for vacations and leaves of absence.What You BringEducation

• Grade 12, graduation from a recognized secretarial program and three years’ recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• 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.

What We Offer

• Competitive salary: $30.54 CAD per hour
• Comprehensive benefits: Eligible employees receive a robust medical and dental benefits package, as well as paid vacation.
• Unionized Stability: Enjoy the consistency and security offered by a unionized role.
• Pension plan: Work towards a comfortable retirement through employer-matched contributions to one of Canada’s strongest pension plans!
• Meaningful impact: Your dedication and expertise will directly impact the lives of patients, including many from marginalized communities.
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth, including pathways to leadership.
• State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Exciting Variety: As a single-point employer for all public hospitals throughout Greater Vancouver, opportunities to transfer sites and explore a wide range of medical devices, clinical settings, and specializations

Who We Are:Lower Mainland Biomedical Engineering focuses primarily on health care technology management by providing a wide range of technical and engineering expertise. Under Providence Health Care, LMBME serves four health organizations in the Lower Mainland of British Columbia:

• Fraser Health Authority (FHA​)
• Providence Health Care (PHC)
• Provincial Health Services Authority (PHSA)
• Vancouver Coastal Health (VCH)

LMBME acts as the technology resource and manages medical devices throughout their entire life cycle; starting from the planning for purchase and development of specifications stage, through the purchasing, implementation, maintenance, and finally, end of life and disposition stage. LMBME’s 190+ technologists support more than 100,000 medical devices spread across 27 major hospitals and additional sites such as correctional facilities, dialysis units, etc.LMBME also plays a key role in technology management related to patient safety. It conducts medical equipment incident investigations, monitors medical equipment recalls and alerts, and al technology.Why Providence Health Care and LMBME?Providence is a non-profit healthcare provider with over fifteen sites, including a large tertiary hospital in the heart of Vancouver’s beautiful and vibrant Downtown, a smaller community hospital in the idyllic Mount Pleasant neighborhood, one of the largest referral centres for rehabilitation in British Columbia, and five long-term care facilities, as well as other clinics.As a leading teaching and research organization, and the provincial referral center for Cardiac, HIV/AIDS, and Renal Care, we provide services ranging from acute and long-term care to leading substance use and addiction treatment supporting some of BC’s most marginalized communities. Guided by the motto “how you want to be treated”, delivering exceptional patient and family-centered care is our mission.Curious about working in public health care, the culture of our teams, or what life with LMBME would actually be like? Check out the video below to meet some of the members of the team you’d be joining and see the spaces you’d be working in:Your Day to Day:

• Performs administrative functions such as liaising with other Biomedical Engineering sites on work flows and other departmental support matters, participating in inter-site meetings, and coordinating clerical/administrative workflow of the geographical site(s) including transactions with external agencies on behalf of the Department; compiles statistical reports on geographical site(s) activities by researching, gathering and checking information, recording and compiling statistics, and summarizing into report form.
• Utilizes the Computerized Maintenance Management System to input information from technologists and vendor reports, including new equipment entries, service contract information and maintenance and repair history records. Also uses the system for medical device parts ordering, inventory tracking, work order entry, procedure logging, and other functions that enhance department workflow efficiently.
• Participates in the development of operating procedures in conjunction with the Administrative Supervisor by methods such as identifying problems, inconsistencies, inefficiencies, and alternate solutions in office procedures, recommending changes, and working together with staff and designated team members to streamline processes to meet the needs and requirements of each geographical site. Revises clerical procedures for approval as required.
• Coordinates purchasing functions including processing individual purchase requests for items such as parts and supplies necessary for the service of medical devices by methods such as clarifying/confirming specifications required by users, determining the source, availability, and price of goods, providing information, and making recommendations; prepares purchase requisitions, arranges for appropriate approvals, and places specific purchase orders with suppliers.
• Verifies the accuracy of invoices by performing duties such as checking quantities, prices, extensions, discounts, and totals, identifying discrepancies, contacting sources such as stores and external suppliers and referring problems to designated personnel to ensure that invoice discrepancies are followed up.
• Provides on-site administrative support such as receiving visitors and packages, dealing with couriers, answering phones, and screening and prioritizing items for the attention of the leaders or other departmental staff; responds to routine enquiries and material by composing correspondence.
• Maintains timekeeping records for staff and submits to payroll; liaises with payroll regarding employee enquiries and makes adjustments as required; answers employee enquiries regarding scheduling.
• Accepts calls from staff regarding illnesses and absence from work and communicates information received to unit(s)/department(s).
• Receives and processes approved requests such as vacation, leave of absence and terminations by preparing appropriate documentation, making necessary calculations such as seniority and vacation entitlements and forwarding to appropriate authority for review and approval according to established time frames and departmental procedures and sending information to Human Resources when applicable.
• Types a variety of technical and non-technical material such as reports, policy and procedure updates, labels, correspondence, memos, minutes, and forms and creates spreadsheets/databases for maintaining information such as change orders and contract dates by utilizing various word processing, graphics, database, and spreadsheet software packages to draft, format and provide graphic enhancement to material/spreadsheets; forwards material to originator and/or various departmental personnel within required time frames.
• Arranges meetings as requested by methods such as locating and booking meeting rooms and necessary equipment, notifying participants, and typing and circulating agenda(s) as required; attends meetings as requested to record proceedings, prepare minutes, and distribute as appropriate.
• Sets up and maintains filing systems for material such as correspondence, policies and procedures, reports, minutes, and requisitions/invoices by methods such as setting up computerized/hard files, creating new files, updating directories/lists, and filing material as appropriate; purges old files and backs up computerized files. Retrieves information from files upon request.
• Maintains supplies such as stationery and forms according to predetermined levels by checking stock, completing appropriate requisitions to order replacement items for authorization, verifying receipt of items, and stocking shelves/storage areas as required. Arranges for repair and maintenance of office equipment and furniture as necessary.
• Performs other related duties as assigned.

Company Name: Providence Health Care

Salary: $30.54 per hour

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