Complex Care Administrative Assistant (Part-Time)

Position Summary:

The Administrative Assistant – Complex Care Housing (CCH) provides part-time administrative and operational support to the Complex Care program. This role focuses on routine administrative coordination, documentation, procurement support, and communication tasks to assist in the smooth day-to-day functioning of the program.

Working under the direction of the Complex Care Program Manager, the Administrative Assistant supports established processes and ensures that administrative tasks are completed accurately, efficiently, and within required timelines, while maintaining confidentiality and compliance with FRAFCA policies and procedures.

This role is administrative in nature and does not include program oversight, staff supervision, scheduling ownership, or financial decision-making authority.

Qualifications & Experience:

Knowledge of Indigenous lived history and cultural sensitivity
Completion of secondary school (Grade 12) required
Post-secondary education in Office Administration, Business Administration, or a related field is an asset
1 – 2 years of administrative experience, preferably in a non-profit, social services, or healthcare setting
Experience with basic financial administration (Ex: POs, expense tracking, invoices) is an asset
Experience working in a fast-paced, team-based environment preferred
Familiarity with Indigenous communities and culturally safe practices is an asset
Skills & Competencies

Administrative & Organizational Skills

Strong attention to detail with the ability to maintain accurate records and documentation
Effective time management and ability to prioritize routine administrative tasks
Ability to follow established processes and procedures consistently
Communication Skills

Clear and professional written and verbal communication
Ability to communicate information (e.g., schedules, updates) accurately and in a timely manner
Comfortable interacting with staff in a respectful and professional manner
Technical Skills

Proficiency in Microsoft Office (Outlook, Word, Excel)
Ability to learn and use internal systems (e.g., scheduling tools, file management systems)
Basic data entry and document management skills
Coordination & Support

Ability to support logistics such as ordering supplies, tracking inventory, and coordinating documentation
Strong follow-through on assigned tasks with minimal supervision
Ability to take direction and escalate issues appropriately
Confidentiality & Professionalism

Ability to handle sensitive and confidential information with discretion
Demonstrates reliability, accountability, and professionalism in all tasks
Teamwork

Works collaboratively with the Program Manager and CCH team
Willingness to support team needs within the scope of the role
Working Conditions

Part-time role (20 hours per week), 4 hours per day (Monday-Friday)
Primarily office-based within the Complex Care Housing site
May involve occasional lifting of supplies (e.g., grocery orders)
Fast-paced environment supporting a 24/7 operational program
Duties & Responsibilities

1. Financial & Procurement Support

Prepare and submit Purchase Orders (POs) and Cheque Requisitions in accordance with FRAFCA processes
Ensure all submissions are accurate, appropriately coded, and completed within required timelines
Maintain organized records of invoices, receipts, and supporting documentation
Assist with tracking expenses and flag discrepancies to the Program Manager
2. Scheduling Communication (Administrative Support Only)

Communicate finalized staff schedules to CCH employees in a timely manner
Distribute updates or revisions to schedules as directed by the Program Manager
Support administrative tracking of schedules and related documentation
Note: Creation, approval, and management of schedules remain the responsibility of the Complex Care Program Manager.

3. Filing & Record Keeping

Maintain organized electronic and/or physical filing systems in line with established CCH processes
File and track documentation received from the Program Manager and program staff (Ex: reports, forms, logs)
Ensure records are complete, up-to-date, and audit-ready
4. Grocery Ordering & Inventory Coordination

Place grocery orders based on approved lists, budgets, and program needs
Receive and verify deliveries against purchase orders and receipts
Coordinate with Life Skills Workers to ensure:
Proper documentation (receipts, logs, etc.)
Inventory counts
Safe and organized storage
Report shortages, damages, or discrepancies to the Program Manager
5. General Administrative Support

Assist in preparing basic documents, templates, trackers, and meeting notes
Coordinate meetings, including scheduling, reminders, and logistics
Monitor and organize administrative communications (Ex: shared inboxes) as directed
Maintain simple tracking tools (Ex: supply logs, administrative checklists)
6. Communication & Coordination

Follow up on routine administrative tasks to ensure completion
Escalate issues, delays, or concerns to the Program Manager in a timely manner
7. Confidentiality & Compliance

Handle sensitive and confidential information in accordance with FRAFCA policies
Ensure administrative processes align with organizational standards and procedures
8. General Duties

Perform other routine administrative duties as required to support program operations
We thank all applicants, but only those selected for interview will be contacted.

Applications will be accepted on a rolling basis. Open until suitable candidate is found.

*Pursuant to S. 41 of the BC Human Rights code, preference may be given to Aboriginal Applicants.

We are committed to the National Truth and Reconciliation Calls to Action. FRAFCA is engaged primarily in promoting or serving the interests of Indigenous peoples, FRAFCA prioritizes employment to Indigenous peoples. Preference will be given to Indigenous applicants, unless that preference or employment would constitute a discriminatory practice under the Canadian Human Rights Act

Pay: $22.00-$23.00 per hour

Benefits:

Casual dress
Company car
Company events
Dental care
Extended health care
Life insurance
Mileage reimbursement
Paid time off
Vision care
Wellness program
Work Location: In person