Administrative Assistant (Work Wellness) - Jobs in Burnaby, BC

Job Description

Company InformationPacific Blue Cross has been British Columbias leading benefits provider for 80 years. We are an independent, not-for-profit society with strong roots in BC’s health care system. Together with our subsidiary BC Life, we provide health, dental, life, disability and travel coverage for approximately 1.5 million British Columbians through employee group plans and through individual plans for those who do not have coverage with their employers.We are fueled by a commitment to keep health care sustainable for all British Columbians. Through our Community Connection Health Foundation, we also provide funding to community organizations with a focus on alleviating mental illness and chronic disease. Were interested in finding people who want to make a difference and who will take advantage of every opportunity to build a career with us.Pacific Blue Cross offers an attractive compensation and benefits package, fitness programs, and an onsite gym and cafeteria. Our workplace culture values health and wellness, continuing education, environmental sustainability and giving back to the community.If you are committed to improving the health and well-being of British Columbians, we are currently recruiting for 1 Temporary up to 12 months Administrative Assistant to join our Work & Wellness team! The role may include orientation and training for the first week at our Burnaby office and the ability to work from both the office and from home.Job SummaryUnder the general supervision of the Manager, provides a variety of administrative support services to internal team members, organizational leaders and external clients including preparing, producing and distributing routine and customized reports and diagrams using spreadsheet, word processing and diagramming software, and preparing new or updated presentations using presentation software. Acts as the primary Scheduler for the department, and performs a wide range of administrative support functions such as registering staff for conferences and workshops, organizing and coordinating onsite and offsite meetings, composing written documents and providing advice to department team members in the application of word processing features to enhance document format and layout.Job DutiesCustomer and Client Service1. Provides a variety of administrative support services to Life and Disability team members in servicing the needs of external clients and in the acquisition and retention of group business by:

• preparing and producing a range of routine or recurring reports such as benefit summaries, claims received, and pending claims as required by client requirements and in accordance with established production schedules;

• preparing task list spreadsheets for review by applicable staff and supervisors by transferring client update data and next steps from case management plans to existing template;

• producing customized reports for external clients based on end user requirements;

• distributing completed reports to recipients by email in advance of scheduled client meetings and conference calls.

2. Using the intermediate features of presentation software including animation, slide transitions, insertion of hyperlinks and graphics, prepares new presentations or updates existing presentation format for a variety of audiences including existing clients and external groups with an interest in life and disability products, and assembles related materials for distribution to participants.3. Using the basic features of diagramming software, produces flow charts and other specialized diagrams.Statistical Reporting4. Supports the production and distribution of a variety of statistical and activity reports used by department and organizational leaders including:

• extracting statistical information used in the production of regular and ad hoc operations, productivity, time to decision and all active claims reports for managers, and producing graphs and charts for inclusion in volume, turnaround and weighted caseload reports for senior leaders;

• using the intermediate and advanced features of spreadsheet software, exporting operations data to spreadsheets and word processing documents using sorting, filtering and formatting features; creates new spreadsheets using complex formula, IF statements, look ups, tabs, drop downs and pivot tables; creates spreadsheet calculators; updates and modifies a wide variety of existing spreadsheets such as vacation planning and claim calculations;

• consulting with managers and providing subject matter expertise on new report requirements and enhancements to existing reports to identify alternative ways of presenting information, increase reader understanding and improve efficiency in data extraction and compilation through the use of advanced software features;

• creating, updating, producing and distributing productivity and service snapshots for supervisory coaching purposes;

• preparing case management capacity reports using monthly weighted claims analytics information.

General Team and Department Support5. Performs the primary Workday Scheduler role for the department by:

• ensuring employees clock in and clock out as required;

• keying all missed or exception entries and adjustments including daily leave request; coordinates the vacation bidding process and administers vacation changes and Family Responsibility Leave balances by maintaining and updating applicable spreadsheets;

• opening and processing weekly leave requests and updating department attendance reports;

• checking accuracy of medical underwriting timesheets and approving for payroll purposes;

• responding to all inquiries, demonstrating use of the system on a one-on-one basis to new users, and liaising with Human Resources as required to resolve more complex issues and adjustments.

6. Provides administrative support to Work and Wellness Leadership team by:

• organizing travel and accommodation arrangements;

• registering department staff for conferences, workshops or external/internal courses;

• preparing expense reports, cheque requisitions and medical consultant invoices;

• coordinating a variety of department meetings including booking rooms, arranging for catering and ordering supplies, registering participants, scheduling in team members’ calendars, preparing and circulating agendas and supporting documentation, and taking and distributing minutes;

• coordinating onsite client meetings and client conference calls including sending meeting requests, booking rooms, arranging for catering and ordering supplies;

• updating and posting information on PBC University intranet site for department to reference, as required;

• organizing a variety of records, files, binders and correspondence on request;

• troubleshooting and resolving department printer issues and reporting system and hardware issues to IaTS Help;

• re-assigning adjudicator caseloads in claims system to reflect caseload adjustments;

• organizing and conducting ongoing housekeeping of the department network drive;

• ordering flowers and providing other administrative support for the department Social Committee.

7. Using the advanced features of word processing software, lays outs and produces a variety of documents such as correspondence, memos, forms, templates, cheque inserts and reports where document formatting is required, including the use of mail merge, tables, columns, charts and formulas. Provides advice to department team members in the application of word processing features to enhance document format and layout.8. Plans the content of and composes a variety of written documents including memos, emails, group sheets and reports which adhere to the established standards of business English and internal style guidelines.9. Maintains department staff listing, seating plan and department organizational chart. Submits requests to IaTS Help for new and returning user setup and desk moves, and ensures new employees are equipped with stationery and desk supplies.10. Acquires new licenses and renews existing licenses of internet websites used in the adjudication and processing of disability and life claims.11. On a one to one basis, supports new employees by providing a tour of the department and other relevant areas within the organization, demonstrating the execution of specific tasks and duties, and sharing knowledge and experience on request.12. Orders and maintains an inventory of internal department stationary, forms and supplies, including storage and distribution.13. Maintains up to date knowledge of department policies and procedures, office automation software and associated electronic tools through continuous learning initiatives.14. On a relief basis, performs selected clerical duties of the Disability Claims Administrator or Disability Claims Clerk including receiving, registering and distributing mail, processing courier deliveries, faxing and photocopying materials, and interfiling department documents.15. Performs other assigned duties related to the provision of administrative and clerical support which do not affect the rating of the job.Qualifications

• A minimum of two years previous related experience in an administrative assistant and/or secretarial position
• Demonstrated proficiency in the use of Advanced Word, Advanced Excel and Intermediate PowerPoint
• Typing skills of 50 wpm
• Completion of Business Communications (writing skills) course
• High school graduation or equivalent

We strive to create a workplace where everyone feels valued and employees feel empowered to freely participate and contribute regardless of race, ethnicity, gender, sexual orientation, religion, ability, education level, parental status, or socioeconomic status. PBC is an equal opportunity employer and welcomes applications from all qualified candidates. To request an accommodation in completing this application, pre-employment testing, interviewing or otherwise participating in the employee selection process, please direct your inquiries to careers@pac.bluecross.ca.Job Types: Full-time, Temporary, ContractWork Location: Multiple LocationsQuick Apply

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