Administrative Assistant

3 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Patient Program portfolio at The University of British Columbia specializes in the recruitment, educational training, and support of Standardized Patients (SPs), Clinical Teaching Associates (CTAs), and Volunteer Patients (VPs). Our team is dedicated to providing high-quality support to medical students and faculty members.

We are seeking an experienced Administrative Assistant to join our team. The successful candidate will provide administrative support to the VFMP Patient Program, overseeing administrative procedures and processes in areas such as payment processing, creating and maintaining filing systems, ordering supplies, and coordinating with program staff from Clinical Skills, TIPP, and PLAT.

Key Responsibilities
  • Provide administrative support to the VFMP Patient Program Office, including coordinating room bookings for trainings and other program-related meetings.
  • Work with Coordinators to create and distribute recruitment surveys.
  • Consolidate, organize, and process written feedback after exams and teaching projects as needed.
  • Coordinate and deploy event site administration for Patient Programs projects, including procurement of props and linens, overseeing event day timing, and scheduling.
  • Support program coordinators in areas such as event schedules, exam track assignments, and project timelines.
  • Prepare classrooms for suitable teaching environments, working in collaboration with the Clinical Skills Coordinator and Administration teams to set up and clean rooms, make up exam beds, move tutorial chairs and tables, and guide volunteers, students, and faculty to their rooms as needed.
  • Assist coordinators with Canvas administration, including liaising with LT Hub to create new accounts and troubleshoot issues where needed.
  • Oversee the proper functioning of scheduling software for recruiting.
  • Oversee the patient program database and ensure all information is up to date and accurate, including maintaining supplier profiles for program partners in Workday.
  • Respond to general and confidential telephone, email, and in-person inquiries, handling highly confidential information with discretion.
  • Liaise with faculty and program staff within and outside of the Patient Program to consolidate documents required for Patient Program delivery, such as event day schedules, site maps, and tutor/student manuals.
  • Develop and maintain electronic directories, multiple filing systems, and mailing lists as needed.
  • Coordinate high-level program meeting requests, including coordinating attendee invitations, distributing agendas, and notice of meetings.
  • Responsible for minute-taking and distribution for Program team meetings, as well as meetings with other departments, some of which may require a high degree of discretion or confidentiality.
  • Liaise with Patient Programs staff from distributed sites to ensure provincial standards are being maintained across the program.
Requirements
  • 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, 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
  • Experience working with staff, faculty, and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences.
  • Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator and colleague engagement that upholds these practices, commitments, and values.
  • Experience promoting and modelling these values among team members and within support services that are provided to students, faculty, and community collaborators.
  • Relevant UBC experience is an asset.
  • Knowledge of University policies and procedures is an asset.

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