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Administrative Coordinator

1 month ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Administrative Coordinator - Pediatric Cardiology

Administrative Coordinator - Pediatric Cardiology

Apply locations BC Children's Hospital time type Full time posted on Posted 5 Days Ago job requisition id JR19547 Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Admin Coord - Med Dept (Gr9)

Job Title

Administrative Coordinator - Pediatric Cardiology

Department

Human Resources and Administration | Department of Paediatrics | Faculty of Medicine

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

December 26, 2024

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

Job End Date

This offer is conditional upon successful completion of a Criminal Record Check.

Job Summary

The Division of Cardiology provides care in British Columbia for cardiovascular disorders occurring in childhood. This mandate extends from in utero diagnosis via fetal echocardiography through to supervision of care in the adult world at the Pacific Adult Congenital Heart Clinic. A program of family-centred care is anchored in the Heart Centre at B.C.'s Children's Hospital and extends to all the regional centres of the province through the Partnership Program in Pediatric Cardiology.

The Heart Centre prioritizes teamwork in delivering world-class care for children affected by heart disease, and is supported by a passionate team of clerical and technical staff.

The Administrative Coordinator will be responsible for the overall administration of the UBC Heart Centre.

Organizational Status

The position works closely with all faculty members in their academic endeavors. Collaborates and interacts with other members of the pediatric administrative team, divisional secretaries, research personnel, and representatives from within the hospital and university communities.

Work Performed

Academic Support

- Collaborate with faculty members to assist in the administration of academic and research projects, ensuring their successful execution.
- Coordinate financial record keeping related to Divisional research activity, ensuring accurate and organized documentation of financial transactions and expenses.
- Maintain accurate and up-to-date Divisional Faculty CVs and teaching dossiers.

Education Program

- Responsible for coordination of areas of sub specialty residency/ fellowship / undergrad and postgraduate education.
- Responsible for coordinating medical students, residents and fellows schedules around physician schedules.
- Coordinates accreditation process for fellowship program.
- Coordinate CaRMS and application review; preparing files; setting up interviews.
- Coordinates Clinical fellowship appointment process.
- Coordinate all communication with potential fellowship applicants.
- Supervise onboarding and off boarding procedures with Clinical Fellows and Sub Specialty residents.
- Coordinate monthly academic calendars.
- Coordinate all independent electives for residents across Canada and abroad.
- Coordinate the rotation calendar for undergraduate and postgraduate teaching.
- Coordinate and facilitate evaluations of fellows & trainees.
- Coordinate all teaching related payments.
- Coordinate RPC/CC meetings and Journal Club.
- Actively participates in professional workshops organized by PGME.
- Coordinate program finances and expenses.

Research Coordination

- Onboard and coordinate new research studies.
- Liaise with various departments and stakeholders to aid in the facilitation of research.
- Coordinate research budgeting, projections and general finance.
- Coordinate new temporary students and hires with Department of Pediatrics.

Professional Fee Billing

- Coordinate Heart Centre billing activity.
- Administer ECG activity and invoice issuance.
- Liaise with Department of Pediatrics finance regarding Physician's Compensation.

PHSA Finances

- Coordinate expenses and reimbursements claims.
- Liaise with internal and external stakeholders.
- Coordinate with Pediatrics finance and PHSA accounts payable.

Visiting Physicians

- Coordinate and orient physician to process.
- Coordinates approvals, onboarding and additional services.
- Coordinate finances if applicable.
- Coordinates evaluations if applicable.

Other Administrative Duties

- Email blasts.
- Social activities.
- Booking the conference room.
- Requesting ID's for new hires/students.
- Book meetings.
- IT requests.
- Ad hoc requests.
- Coordinate physician schedules.

Minimum Qualifications

- High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives.
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

- Computer experience required (Word, Excel, PowerPoint, Outlook preferred).
- Experience in an academic health care setting is an asset.
- Effective oral and written communication, interpersonal and organizational skills.
- Ability to type 60 wpm and to operate a normal range of office equipment.
- Ability to compose correspondence using concise business English.
- Ability to work both independently and within a team environment.
- Ability to exercise tact and discretion in a multicultural environment.
- Ability to prioritize work and meet deadlines.
- Ability to maintain accuracy and attention to detail.

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