Administrative Assistant, Registration & Certification

  • Full-time
  • Registration and Certification
  • Vancouver/Victoria

Posting Summary

Department: Registration & Certification

Reporting to: Manager, Registration & Certification

Position Type: Permanent, Full-time

Work Location: BCCOHP Offices (Vancouver or Victoria) – Hybrid

Salary: $49,385.00 - $58,100.00

Position Posted: May 15, 2024

Application Deadline: Open until filled

About the Role

BCCOHP is seeking a permanent, full-time Administrative Assistant, Registration & Certification to join our Registration & Certification team.


The successful candidate, reporting to the Manager, Registration & Certification, will be responsible for providing administrative assistance to the Registration & Certification team ensuring only those who meet the regulator’s requirements for registration or certification are registered. 

Essential Duties

  • Assist the coordinators in the department with applications for all registration categories and certified dental assistants (CDAs); verify completeness of application; follow up with applicants on incomplete applications; data entry; receive and sort documents sent by mail for the Registration department.
  • Respond to inquiries regarding registration or certification from applicants and registrants and CDAs, including the reinstatement process.
  • Update registrant and CDA records.
  • Follow-up on open and incomplete applications.
  • Prepare welcome letters and wall certificates.
  • Prepare letters and certificates of standing for all registrant categories and CDAs for signature from senior staff.
  • Track the Registration email inbox and forward emails appropriately within the department.
  • Provide daily balanced reports to the finance department when needed.
  • Monitor, collect and process non-sufficient funds (NSF) and reinstatement fees as needed.
  • Generate duplicate registration certificates upon request.
  • Assist with the processing of duplicate prescription pad requests.
  • Assist with inquiries during annual renewal from registrants and CDAs.
  • Take meeting minutes as needed.
  • Other administrative tasks where required.
  • Order catering for meetings as needed.

Essential Skills & Qualifications

  • Minimum two years of office experience.
  • Excellent computer skills with proficiency in Microsoft Office.
  • Ability to maintain tact, grace, and diplomacy in all situations.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong attention to detail.
  • Strong clerical and administrative skills.
  • Strong written and verbal communication skills.
  • Strong organizational skills with the ability to multi-task and prioritize.
  • Strong critical thinking, analytical, and problem-solving skills.
  • Experience using a database or customer relations management system and electronic filing system is an asset.
  • Previous work experience in a regulatory or not-for-profit environment is an asset

Work Arrangement

Work Hours

BCCOHP's regular hours of business are 8:30 am to 4:30 pm, Monday through Friday. This is a full-time permanent position, requiring 35 hours per week (7 hours per day).


Flexibility

BCCOHP offers flexibility for a hybrid work arrangement depending on the role and operational needs. The number of days required to be in office for this position is dependent on operational needs and workload.

 

We also offer core work hours between 9:30 am - 2:30 pm. The successful candidate may adjust their work day as long as they are working within the set core work hours, and depending on operational needs.

Total Compensation & Perks

The successful candidate will be offered a competitive compensation and benefits package. The annual salary range for this position is $49,385.00 - $58,100.00. The salary offered will be determined based on factors such as experience relative to the requirements of the role. 


BCCOHP offers the following benefits and perks: 

  • Extended health and dental benefits plan 
  • RRSP contributions 
  • Parking/transit subsidy 
  • Paid time off (15 vacation days, 5 sick days, and 7 personal days per year)
  • Maternity/parental leave top-up 
  • Annual professional development allowance 
  • Office closures in addition to statutory holidays including Easter Monday and winter office closure (December 24th to January 1st each year)
  • Early office closure on Fridays during the summer