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Administrative Support Specialist, Pharmacists Clinic

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Job Summary

The 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 focus on First Nations clients and administrative support in the planning and delivery of clinical services and health-related programs.

Key Responsibilities
  • Front-line Services
    • Provide 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, and coordinating case conferences with other healthcare providers.
    • Document client information, including registering clients in the Electronic Medical Record (EMR), preparing charts, and sending Notice of Appointments to referring healthcare providers.
    • Work with health technologies, including Veribook, SRFax, and MediNet.
    • Administer billing and claims submission to third-party payers and PharmaCare (via PharmaNet), and maintain records.
    • Manage correspondence, including mail, courier services, email, faxes, and scanned documents.
  • Administrative Support for FNHA Projects
    • Assist with setting up data collection tools, including surveys, workshops, and interviews for healthcare providers and clients, and compile results and summary reports.
    • Maintain the accuracy, accessibility, and confidentiality of project files and records.
    • Make arrangements for collaborator engagements and visits to participating communities, including coordinating logistics, setting travel schedules, obtaining cost estimates, and managing reimbursements.
    • Coordinate events with participating communities, including assistance with event planning, organization of workflow assignments, catering, venue booking, AV setup, community meetings, and taking meeting minutes.
    • Maintain relevant files, records, mailing lists, schedules, and other related administrative organizing.
    • Enter and edit basic data and run routine data reports.
    • Draft, edit, and proof written reports, contracts, proposals, and communication.
  • General
    • Follow operational policies and procedures for the Clinic and FNHA.
    • Attend FNHA/Clinic team meetings, take meeting notes, and liaise with external collaborators and Health Centers.
    • Work collaboratively with other team members, other healthcare professionals, students, and other members of the Faculty of Pharmaceutical Sciences.
    • Perform other duties as required.
Requirements
  • 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.