Dopc Division Head Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

DOPC Division Head Assistant

Department

Division of Palliative Care | Department of Medicine | Faculty of Medicine

Compensation Range

$3,632.00 - $3,727.00 CAD Monthly

Posting End Date

January 31, 2023

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

Job End Date

Feb 12, 2024

Job Summary

This position provides administrative support to the Division Head and division members in the integrated UBC Division of Palliative Care (DOPC).

This position will be required to work on-site on Mondays. This position will be located at the UBC Point Grey campus in St. John Hospice.

Organizational Status

This position reports to the Division Head. This position interacts with faculty, staff, preceptors, and residents within the Division and the Departments of Medicine, Family Practice and Pediatrics in addition to liaising with the Faculty of Medicine - Dean’s Office, central UBC units, BC Health Authorities, the office of Postgraduate Education in The Faculty of Medicine and other professional health organizations.

Work Performed
- Scheduling meetings and calendar managing for the Division Head of Palliative Care, including virtual, phone, and in-person meetings.
- Drafts key DOPC documents and reports on behalf of Division Head including but not limited to DOPC annual report, faculty promotion/other support letters, key DOPC updates/newsletter, etc.
- Communicate and correspond (virtually, by phone or in-writing) on behalf of the Division Head using business English.
- Full-scope coordination of meetings chaired by the Division Head, including but not limited to scheduling, preparing agenda and materials, minute taking, sending post-event documentations (evaluations, minutes, etc.). Creates and maintains a bring-forward system to ensure tasks and priorities from meetings are accounted for.
- Full-scope coordination of DOPC events led by Division Head, including but not limited to scheduling, making reservations, coordinating with vendors, sending out invitations, tracking RSVPs, arranging for catering, tracking and paying invoices, submitting reimbursement claims, preparing agenda/minutes/other materials to event, etc.
- Supports and organizes the hiring and onboarding of new DOPC staff and faculty. Collects required documentation and submits to the Department of Medicine (DOM) HR team to process. Follows up as needed.
- Supports research activities and new initiatives coordinated by Division Head.
- Pays invoices and submits reimbursements in accordance with Departmental and UBC policies and practices.
- Maintains the DOPC website and Twitter account under supervision of DOPC Lead Academic Coordinator.
- Orders and maintains office supplies for non-educational activities under supervision of DOPC Lead Academic Coordinator.
- Provide vacation coverage for DOPC Lead Academic Coordinator as needed.
- Other duties as required by the DOPC Division Head and in keeping with the qualifications and expectations of the classification.

Consequence of Error/Judgement

The Division Head regularly interacts with senior academics, hospital management, research professionals, and other faculty, and actively participate in professional associations. Inappropriate handling of interactions and communications can raise concerns about compliance with privacy and confidentiality obligations and cause embarrassment for the Division and Departments. Failure to process documents in a timely and accurate manner and maintain tracking and monitoring systems correctly can result in obligations not being met or being delayed, and commitments not being fulfilled.

Supervision Received

This position reports jointly to the Division Head and indirectly to the Director of Administration UBC Department of Medicine. This position is also supervised by the UBC DOPC Lead Academic Coordinator under the direction of the Division Head. Works independently and brings unusual situations to the attention of the Division Head and Director of Administration as needed.

Supervision Given

None.

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.

Preferred Qualifications

Training in office procedures and practices. Experience with education and research. Experience with event planning. Basic accounting experience. Experience with website administration. Ability to communicate effectively verbally and in writing. Ability to gather, record, and organize information. Ability to effectively use Microsoft Word, Excel, Outlook, and the Internet at an advanced level. Ability to operate job-related equipment. Ability to follow and carry out written and oral instructions. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effe

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