Administrative Assistant, Fnha
3 weeks ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Mar 31, 2025This is a 0.2 FTE (1 day/week) salaried position, with term ending on March 31, 2025.
This role is expected to start at Grade 6 Step 1. Salary will be pro-rated.
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 Pharmacists Clinic (the Clinic) at the Faculty of Pharmaceutical Sciences, University of British Columbia is a pharmacist-led patient care clinic. The Clinic partners with the First Nations Health Authority (FNHA), FNHA programs, First Nations communities, community partners and First Nations clients to facilitate and implement their priorities for clinical pharmacist services to improve individual, family, and community health.
The Administrative Assistant role provides front-line service with a focus on First Nations clients and administrative support in the planning and delivery of clinical services (virtually and in-community) and health-related programs.
This is a 0.2FTE (1 day/week) part-time position. Work hours are 8:30am-4:30pm.
Organizational Status
This position reports to the Manager, Pharmacists Clinic.
Work Performed
Front-line Services
- Front-line duties with a focus on First Nations clients, including: receiving clients and visitors, fielding inquiries, answering and directing telephone calls, receiving and sending client referrals, scheduling appointments including coordinating case conferences with other healthcare providers, contacting clients and Health Centre Medical Office Assistants for follow-up appointments, providing appointment reminders, preparing clients for on-site appointments, coordinating faxes and follow-up from client appointments
- Documentation duties including: registering clients in the Oscar Electronic Medical Record (EMR), preparing charts in the Oscar EMR and Kroll Pharmacy System, sending Notice of Appointments to referring healthcare providers, drafting referral pathways, maintaining and updating referral documents
- Working with health technologies including Veribook, SRFax and MediNet
- Administering billing and claims submission to third party payers and PharmaCare (via PharmaNet), and maintaining records
- Managing correspondence including mail, courier services, e-mail, faxes and scanned documents
Administrative Support for FNHA Projects
- Assisting with setting up data collection tools including surveys, workshops and interviews for healthcare providers and clients as well as compiling results and summary reports.
- Maintaining the accuracy, accessibility and confidentiality of project files and records.
- Making arrangements for collaborator engagements and visits to participating communities (e.g., coordinating and booking logistics, setting travel schedules, obtaining cost estimates and managing reimbursements, preparing supplies for services and evaluation).
- Coordinating events with participating communities (e.g. assistance with event planning, organization of workflow assignments, catering, venue booking, AV set-up, community meetings, take meeting minutes etc.).
- Maintaining relevant files, records, mailing lists, schedules, and other related administrative organizing.
- Entering and editing basic data and running routine data reports.
- Drafting, editing and proofing written reports (e.g., community visit summary reports, interim reports), contracts, proposals and communication.
General
- Following operational policies and procedures for the Clinic and FNHA
- Attending FNHA/Clinic team meetings, taking meeting notes and liaising with external collaborators and Health Centers
- Working collaboratively with other team members, other health care professionals, students and other members of the Faculty of Pharmaceutical Sciences.
- Other duties as required
Consequence of Error/Judgement
The Administrative Assistant role requires planning and prioritization of duties. Inability to complete tasks would result in lack of preparedness for client appointments and communication about client care needs. Errors may have an impact on professional, regulatory, and economic aspects of the Pharmacists Clinic. This position works with the public, and poor communication may impact the department's credibility and reputation.
The Administrative Assistant is expected to exercise professional judgement and discretion when working with project files, records and partners involved in associated projects. Inability of the Administrative Assistant to fulfill their duties would result in the Clinic not meeting its contractual commitments, impact the Clinic's credibility, quality orientation and reputation, and jeopardize future projects and funding.
Supervision Received
This position reports directly to the Manager, Pharmacists Clinic and is required to make independent decisions using judgment based on knowledge of operations and Clinic policies and procedures. They work closely with other Clinic team members and undergraduate academic students.
Supervision Given
This position does not supervise staff.
Minimum Qualifications
High School graduation, plus one year of related training, plus two 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
- Completion of a Medical or Dental Office Assistant program (including terminology) desired.
- Three years of related medical, dental or pharmacy administrative experience or the equivalent combination of education and experience preferred.
- Completion of equity, diversity and inclusion (EDI) training or experience working with historically marginalized groups and people with diverse perspectives desired.
- Accurate typing speed of 50 wpm
- Experience using MS Word, Excel and Outlook.
- Medical terminology and excellent spelling and punctuation skills.
- Excellent communication, interpersonal, organizational, and time management skills with demonstrated ability to efficiently and effectively coordinate tasks.
- Ability to engage with community partners and community members in a culturally safe and appropriate manner through in-person, email or telephone conversations.
- Attention to accuracy and detail, and ability to meet deadlines and work with interruptions.
- Ability to exercise initiative, judgment, tact and discretion, and to maintain confidentiality.
- Ability to work both independently and within a team environment.
-
Administrative Assistant, Fnha
7 days ago
Vancouver, British Columbia, Canada UBC Full timeJob Title: Administrative Assistant, FNHA The Pharmacists Clinic at the Faculty of Pharmaceutical Sciences, University of British Columbia, is seeking a highly organized and detail-oriented Administrative Assistant to provide front-line service with a focus on First Nations clients and administrative support in the planning and delivery of clinical services...
-
Administrative Coordinator Intern
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a dynamic and transformative health organization comprised of professional, innovative, and committed team members and leaders. FNHA collaborates with BC First Nations to promote self-determination and decision-making aimed at enhancing health outcomes. The Core Technology & Architecture...
-
Administrative Coordinator Intern
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a dynamic and transformative health organization comprised of professional, innovative, and committed team members and leaders. FNHA collaborates with BC First Nations to promote self-determination and decision-making for enhanced health outcomes. The Core Technology & Architecture team...
-
Administrative Coordinator Intern
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a dynamic and transformative health organization comprised of dedicated professionals and innovative leaders. FNHA collaborates with BC First Nations to promote self-determination and informed decision-making aimed at enhancing health outcomes. The Core Technology & Architecture team within...
-
Vancouver, British Columbia, Canada UBC Full timeJob SummaryThe Pharmacists Clinic at the Faculty of Pharmaceutical Sciences, University of British Columbia, is a pharmacist-led patient care clinic that partners with the First Nations Health Authority (FNHA) and First Nations communities to provide clinical pharmacist services.We are seeking an Administrative Assistant to provide front-line service with a...
-
Vancouver, British Columbia, Canada UBC Full timeJob SummaryThe Pharmacists Clinic at the Faculty of Pharmaceutical Sciences, University of British Columbia, is a pharmacist-led patient care clinic that partners with the First Nations Health Authority (FNHA) and First Nations communities to provide clinical pharmacist services.We are seeking an Administrative Assistant to provide front-line service with a...
-
Vancouver, British Columbia, Canada UBC Full timeJob SummaryThe Pharmacists Clinic at the Faculty of Pharmaceutical Sciences, University of British Columbia, is a pharmacist-led patient care clinic that partners with the First Nations Health Authority (FNHA) and First Nations communities to provide clinical pharmacist services. We are seeking an Administrative Assistant to provide front-line service and...
-
Vancouver, British Columbia, Canada UBC Full timeJob SummaryThe Pharmacists Clinic at the Faculty of Pharmaceutical Sciences, University of British Columbia, is a pharmacist-led patient care clinic that partners with the First Nations Health Authority (FNHA) and First Nations communities to provide clinical pharmacist services. We are seeking an Administrative Assistant to provide front-line service and...
-
Chief Operations Officer, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a pioneering and transformative health organization comprised of dedicated professionals and leaders committed to innovative practices. As the first of its kind in Canada, FNHA collaborates with BC First Nations to enhance self-determination and decision-making, ultimately aiming to improve...
-
Chief Operations Officer, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About us The First Nations Health Authority is a pioneering and transformative health organization composed of a diverse team of professionals dedicated to innovation and excellence. As the first of its kind in Canada, FNHA collaborates with BC First Nations to enhance self-determination and decision-making processes aimed at improving...
-
Chief Operations Officer, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA OverviewAbout usThe First Nations Health Authority is a pioneering health organization that embodies diversity and transformation, comprising a team of professional, innovative, and dedicated individuals. As the first of its kind in Canada, FNHA collaborates with BC First Nations to promote self-determination and enhance health outcomes.Position: Chief...
-
Senior Media Relations Officer
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority (FNHA) is a pioneering health organization that is committed to fostering a diverse and transformative environment, comprised of skilled, innovative, and dedicated professionals. As the first of its kind in Canada, FNHA collaborates with BC First Nations to promote self-determination and...
-
Senior Media Relations Officer
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority (FNHA) is a pioneering health organization dedicated to serving the diverse needs of First Nations communities in British Columbia. Our team is composed of innovative and committed professionals who strive to improve health outcomes through self-determination and culturally appropriate services....
-
Senior Media Relations Officer
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority (FNHA) is a pioneering health organization that is committed to fostering a diverse and innovative workforce dedicated to enhancing health outcomes for First Nations communities in British Columbia. As the first of its kind in Canada, FNHA collaborates with BC First Nations to empower...
-
Chief Operations Officer, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About us The First Nations Health Authority is a pioneering and transformative health organization composed of dedicated, innovative, and professional team members and leaders. As the first of its kind in Canada, FNHA collaborates as a health-and-wellness partner with BC First Nations to promote self-determination and informed...
-
Senior Operations Director, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA OverviewAbout usThe First Nations Health Authority is a pioneering health organization that embodies diversity and transformation, comprised of dedicated professionals and leaders. As the first of its kind in Canada, FNHA collaborates with BC First Nations to promote self-determination and enhance health outcomes.Position: Senior Operations Director,...
-
Chief Operations Officer, Medical Affairs
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA OverviewAbout usThe First Nations Health Authority is a pioneering health organization dedicated to fostering health and wellness among BC First Nations through innovative and professional leadership.Position: Chief Operations Officer, Medical AffairsSalary: $119,068 - $140,080 - $161,092 annually (detailed pay range below)Contract: PermanentHours:...
-
Lead Communications Strategist
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a pioneering health organization that embodies diversity and transformation, comprising a team of professional, innovative, and dedicated individuals. As the first of its kind in Canada, FNHA collaborates with BC First Nations to promote self-determination and decision-making aimed at...
-
Lead Facilities Maintenance Technician
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority (FNHA) is a pioneering health organization dedicated to enhancing health outcomes for BC First Nations through innovative partnerships and self-determination. The Community Capital and Facilities Management team plays a crucial role in assisting BC First Nations communities with their capital...
-
Lead Facilities Maintenance Technician
3 weeks ago
West Vancouver, British Columbia, Canada First Nations Health Authority Full timeFNHA Overview About Us The First Nations Health Authority is a pioneering health organization committed to providing professional, innovative, and dedicated services. As the first of its kind in Canada, FNHA collaborates with BC First Nations to promote self-determination and enhance health outcomes. The Community Capital and Facilities Management...
