Administrative Assistant

6 days ago

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

The Patient Program portfolio specializes in the recruitment, educational training, and support of Standardized Patients (SPs), Clinical Teaching Associates (CTAs), and Volunteer Patients (VPs). A Standardized Patient (SP) is a healthy individual trained to portray a clinical problem or situation for the purpose of testing or teaching specific skills in the field of healthcare professionals. CTAs are individuals who are trained to support learning and instruction for Breast/Chest and Pelvic Exam, Genitourinary, and Prostate Exam. VPs participate 'as themselves' to help medical students develop their skills and approach to patient interviewing and medical history-taking during the learner's pre-clinical years.

The Patient Program Administrative Assistant is responsible for providing administrative support to the VFMP Patient Program. This position is responsible for overseeing administrative procedures and processes in areas such as payment processing, creating and maintaining filing systems, ordering supplies, site administration for training and session delivery, and coordination with program staff from Clinical Skills, TIPP, and PLAT on SP administrative/logistical matters.

This position is based at the Gordon and Leslie Diamond Health Care Centre and will require travel to other teaching sites, when appropriate. This position will require availability to work flexible hours to accommodate early morning or late-day teaching sessions and/or meetings. This position requires a broad and extensive knowledge of University policies and the operational needs of the MD Undergraduate program.

Key Responsibilities

  • Provides administrative support to the VFMP Patient Program Office, including coordinating room bookings for trainings and other program-related meetings.

  • Works with Coordinators to create and distribute recruitment surveys.

  • Consolidates, organizes, and processes written feedback after exams and teaching projects as needed.

  • Coordinates and deploys event site administration for Patient Programs projects, including procurement of props and linens, overseeing event day timing, encounter scheduling, ordering office supplies, catering, etc.

  • Supports program coordinators in areas such as event schedules, exam track assignments, and project timelines.

  • Prepares classrooms for suitable teaching environments, working in collaboration with the Clinical Skills Coordinator(s) and Administration teams to set up and clean rooms, make up exam beds, move tutorial chairs and tables, guide volunteers, students, and faculty to their rooms as needed.

  • Assists coordinators with Canvas administration, including liaising with LT Hub to create new accounts and troubleshoot issues where needed.

  • Oversees proper functioning of scheduling software for recruiting.

  • Oversees patient program database and ensures all information is up to date and accurate, including maintaining Supplier profiles for program partners in Workday.

  • Responds to general and confidential telephone, email, and in-person inquiries, handling highly confidential information within this office.

  • Liaises 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.

  • Develops and maintains electronic directories, multiple filing systems, and mailing lists as needed.

  • Coordinates 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 documentation requiring a high degree of discretion or confidentiality.

  • Liaises with Patient Programs staff from distributed sites to ensure provincial standards are being maintained across the program.

Financial Management

  • Responsible for creating and updating efficient program payment systems.

  • Coordinates and processes SP, VP, and CTA payments, including creation and distribution of payment forms.

  • Creates and submits supplier invoices in Workday or as bulk EIB spreadsheets, including invoice coding and approval processing.

  • Oversees the ad hoc payments for child and adolescent volunteer patients.

  • Monitors and reconciles payments for completion and accuracy, ensuring EFT information is kept up to date both in Workday and with external payors.

  • Preparing financial documentation for staff and travel reimbursements, in accordance with policies and procedures.

Other Responsibilities

  • Performs other related duties as required to support VFMP and MDUP curriculum delivery.

  • Participates in the invigilation of mid-term and end-of-term examinations.

Consequence of Error/Judgement

Errors in judgment or ineffective communication will compromise the ability of the SP Program to succeed, thereby affecting the quality of the MD Undergraduate Program and its accreditation status and could reflect negatively on the Faculty of Medicine and the University. Errors in payment processing would result in partner dissatisfaction and may result in a decline in partner engagement and collaboration.

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