Administrative Assistant - VancouverUBC, Canada - University of British Columbia

Description

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Administrative Assistant

Department
Education Support Department of Psychiatry Faculty of Medicine

Compensation Range
$4,319.00 – $4,540.00 CAD Monthly

Posting End Date
November 14, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
The Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.

The Administrative Assistant provides administrative support to the Department Education Programs in the Department of Psychiatry. Responsibilities including provides wide variety of administrative support for the Department Education team, organizes and coordinates meetings and events; plans and organizes workshops, presentations; works with Department Education Administrative team to support the operational needs of all the Education Programs; coordinates administrative work procedures and processes; drafts and prepares written materials.
Organizational Status
As a member of the Department of Psychiatry administrative team, this position reports to the Senior Education Manager. The incumbent works closely with and receives work directions from Senior Education Manager, PGME Program Manager, Subspecialty Education Coordinator and Program Directors.

The incumbent will liaise with Department members, internal UBC units as well as BC Health Authorities and external organizations.

This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.
Work Performed

• Provides a wide variety of administrative support for the Department of Psychiatry Education Programs.
• Organizes and coordinates various education committees and meetings by scheduling, tracking events, anticipating the complexities in coordinating schedules, meetings and appointments; identifying/communicating high priority requests and coordinating arrangements with schedules of others; ensures correspondence requesting information or meetings is tracked and followed up, setting up meetings, and liaising with the Managers, Coordinator and Program Directors.
• Plans and organizes workshops, presentations, information sessions, program meetings and events, including but not limited to the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, creating and distributing agendas and confidential materials, transcribing and distributing minutes, room bookings and/or setting up online Zoom meeting details catering, contacting vendors, equipment set-up and troubleshooting, and following-up on action items.
• Drafts, prepares and distributes letters, memos, reports, presentations, and other highly confidential correspondence and written materials for the Department Education team as required; ensures correspondence is followed-up.
• Deals with a high volume of incoming materials, requests and inquiries, exercises tact and discretion in prioritizing; researches, prioritizes, and determines appropriate course of action, referral or response on matters identified.
• Provides administrative support for the medical undergraduate Year 4 electives, including: responding to elective requests, communicating with students, site administrators and teaching site faculty, distributing resource materials and schedules accordingly, and updating when schedule changes occur, maintains the One45 elective database.
• Provides administrative support for tracking student and resident attendance, assessments, marks, reporting, teaching evaluation and assessment forms, and other forms as required; assists with entering, tracking and communicating resident vacations, educational leave, flex days and in lieu and sick day requests into systems, ensuring they align with the RDoC Collective Agreement and PGME policies; follow up with residents as required; direct complex inquiries to managers as necessary.
• Assists with annual selections processes for our Subspecialty Programs Selection Matches and Postgraduate Residency CaRMS Match, including preparing interview material, scheduling, communications, and providing support on the interview day (on-site or virtual).
• Coordinates administrative work procedures and processes, such as reviewing, selecting, assembling, referring and/or prioritizing incoming materials and inquiries; resolves complex administrative issues as they arise, escalating to appropriate colleagues when required
• Assists PGE Manager with preparing for accreditation (internal and external program reviews); including but not limited to assisting with preparing materials, collecting documentation, collating documentation, and distribution.
• Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the Department and University in general; required to redirect requests diplomatically and persuasively in complex and sensitive situations
• Maintains education programs confidential files and materials in accordance with UBC and FoM policy on retention of documents
• Acts as reference person, answering all miscellaneous questions, interpreting needs, providing alternatives, formulating courses of action, and directing to the appropriate personnel. Investigates and resolves problems related to administrative paperwork. Advises and provides education programs related information to teaching faculty, students and residents.
• Act as back up to and provides coverage for other education administrative staff as required based on operation needs.
• Preforms other related duties and tasks as required.
  

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters. Errors could have a negative impact on the Department.
Supervision Received
This position reports to the Senior Education Manager and receives work directions from Senior Education Manager, PGME Program Manager, Subspecialty Education Coordinator and Program Directors. Performs familiar duties independently and in accordance with established procedures. Refers complex and unusual problems to Director of Administration.
Supervision Given
None. May allocate work to and train Work learn students and temporary staff as needed, or provide orientation to new staff.
Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
– Willingness to respect diverse perspectives, including perspectives in conflict with one's own

– Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.
• Ability to take and transcribe minutes.
• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
• Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
• Highly effective verbal and written communication skills.
• Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to gather, record and organize information.
• Ability to exercise tact and discretion with confidential matters.
• Ability to exercise sound judgment.

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