Placements Administrative Assistant

1 month 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

Placements Administrative Assistant (CPPU)

Department

Clinical Practice Placement Unit | School of Nursing | Faculty of Applied Science

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

December 11, 2024

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

Job End Date

Jun 10, 2025

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
To provide administrative and secretarial assistance to the Manager, Clinical Practice Placement Unit (CPPU), with current placement coordination support, providing program information and assisting in the resolution of student placement requests, maintenance of clinical placement records and development of placement documents, systems, processes and events. Provides front line support for the CPPU, directing and referring all students, faculty, staff & visitor inquiries related to all programs of study related to clinical practice and Nursing Practice Educator (NPE) recruitment, onboarding, and orientation.

Organizational Status

The position reports to the Manager, Clinical Placement Unit (CPPU), and receives some functional oversight from the Associate Directors of Graduate and Undergraduate Programs, and other members of the Academic Programs and School of Nursing (SON) leadership team.

The position works closely with the Undergraduate Placement Coordinator, the Graduate Placement Coordinator, the Practice Education Coordinator, and other members of the CPPU team. The position provides resource assistance to faculty members, students and staff. Interacts with other units and staff within the School of Nursing as well as with other UBC academic units and may interact with key stakeholders in health care settings.

The School of Nursing operates as an independent unit within the Faculty of Applied Science and prepares graduates for direct entry to practice. As a degree-granting program for a distinct health profession, the undergraduate program is responsible for its own clinical placements process in collaboration with Health Authorities, enacted through the coordination and oversight of the CPPU.

Work Performed- Arranges meetings, interviews, and seminars by performing duties such as coordinating schedules, preparing agendas and other documentation, booking rooms, making catering arrangements, and taking, preparing, and distributing minutes.-
- Collects and compiles data for reports from manual and electronic sources. Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a moderately complex nature, such as entering clinical placements information in HSPnet and completing processing tasks related to securing clinical placements.-
- Assists in the development of electronic information support systems including mailing lists, membership lists, and online records administration systems.Tasks will include, but not exclusively:
o Assists in posting and markings on Canvas

o Follows up with students for outstanding clinical requirements

o Updates details in HSPnet/Master Class Placement Spreadsheet (MCPS)

o Make changes in HSPnet under general guidance of CPPU team

o Make changes or updates to the BSN website

o Edits/proofreads Health Authourity booklets

o Follows up on Access card requests (for certain sites)

o Creates Qualtrics Surveys

o Updates PEP/Pebblepad entry (both student and NPE matching)- Performs other tasks as required of the position.

Job is performed in a standard office environment. Workspace interruptions are expected, and do not create undue stress in task completion with known and predictable deadlines. Work pressures, peak periods, multiple demands, deadlines or interruptions moderately impact task completion ability

Consequence of Error/Judgement
Must exercise judgment initiating and carrying through various activities important to the functioning of the School of Nursing Clinical Practice Placement Unit. This includes judgment about when to consult with the CPPU Manager or CPPU team, Associate Directors (Undergraduate or Graduate Program), the Undergraduate Program Coordinator, and other members of the SoN Academic Program team. Exercising poor judgment, ineffective communications, or lack of confidentiality could result in strained relations that compromise program activities and the School of Nursing education program. Errors or incorrect decisions could significantly compromise the educational experience of students as well as our relationships with clinical partners.

Supervision Received
The p

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