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Sr Program Assistant
3 months ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
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.
This offer is conditional upon successful completion of a Criminal Record Check.
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 Description Summary
Organizes the Department of Obstetrics and Gynaecology Education Programs with a primary focus on supporting the Subspecialty and Fellowships programs.
Organizational Status
Works independently and reports directly to the Education Manager. Interacts with Program Directors, Fellows, Faculty members, outside stakeholders, PGME, UBC, and Postgraduate Dean's Office, Faculty of Medicine.
Work Performed
Education Programs Support
- Provides overall administrative support for the OBGYN Education programs
- Responds to routine program inquiries
- Organizes and facilitates program interviews
- Processes new applications
- Administers workflow of the programs
- Creates and maintains Fellow's rotation schedules
- Compiles and maintains evaluations, reports and modifies information on databases such One45, RMS, OBGYN website
- Organizes Fellow's orientation, onboarding, Welcome and Graduation events
- Organizes Academic Teaching Session schedules including Faculty recruitment
- Maintains electronic records and files on the program's TEAMS site
- Maintains security and confidentiality of all program documents and trainee records
- Coordinates room bookings
- Prepares and distributes both RPC and CC agendas and supporting documentation; takes, transcribes and circulates meeting minutes
- Participates in exam scheduling and set-up
- Prepares and organizes documents for accreditation and internal review processes
- Provides administrative support to the Program Directors and Program Administrator
- Ensures Orientation Manual is complete and up to date
Financial
- Processes program related reimbursements through Workday
- Maintains program's financial tracking sheet
Misc
- Provides backup coverage when required
- Performs other duties as required
Consequence of Error/Judgement
The incumbent is expected to exercise independent judgement in each of the areas of responsibility and to prioritize among them in order to ensure the smooth operation of each. Failure to fulfil these responsibilities may jeopardize the academic success of the students and fellows and damage the reputation of the programmes, department, and University.
Supervision Received
Works independently and reports to the Education Manager.
Supervision Given
None
Minimum Qualifications
- 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
High School graduation and two years post-secondary education and training in administrative skills, office procedures and practices. 4 years related experience or the equivalent combination of education and experience. Experience in a medical education setting preferred. Knowledge of University administrative processes.
Effective oral and written communication, interpersonal and organization skills.
Ability to type 55 w.p.m. and to operate a normal range of office equipment.
Ability to use word processing, spreadsheet, database, Internet and electronic mail applications at an intermediate level.
Ability to take and transcribe minutes.
Ability to prioritize and meet deadlines.
Ability to exercise tact and discretion.
Ability to maintain accuracy and attention to detail.
Ability to work both independently and within a team environment.
Computer experience required (Word, Excel, PowerPoint, One45,RMS, Workday, Internet and email preferred).