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Patient Program Administrative Assistant
2 months ago
The University of British Columbia's Faculty of Medicine is seeking a highly organized and detail-oriented Patient Program Administrative Assistant to provide administrative support to the VFMP Patient Program. This role is responsible for overseeing administrative procedures and processes, including payment processing, filing systems, and supply ordering.
This position is based at the Gordon and Leslie Diamond Health Care Centre and will require travel to other teaching sites. The successful candidate will be available to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings.
Key Responsibilities- Provide administrative support to the VFMP Patient Program Office, including coordinating room bookings and creating and distributing recruitment surveys.
- Work with coordinators to consolidate, organize, and process written feedback after exams and teaching projects.
- Coordinate event site administration for Patient Programs projects, including procurement of props and linens, and 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.
- Assist coordinators with Canvas administration, including liaising with LT Hub to create new accounts and troubleshoot issues.
- Oversee the proper functioning of scheduling software for recruiting and maintain patient program databases.
- Respond to general and confidential telephone, email, and in-person inquiries, handling highly confidential information with discretion.
- Liaise with faculty and program staff to consolidate documents required for Patient Program delivery, including 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 attendee invitations, agendas, and meeting notices.
- Responsible for minute-taking and distribution for Program team meetings and meetings with other departments.
- 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.
- Experience working with staff, faculty, and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences.
- Relevant UBC experience is an asset. Knowledge of University policies and procedures is an asset.
- Ability to maintain accuracy and attention to detail, effectively use MS Office, and prioritize work, multi-task, and meet deadlines.
The University of British Columbia is a world-renowned institution, and we are committed to creating a diverse and inclusive work environment. We offer a comprehensive benefits package, competitive salary, and opportunities for professional development.
As a member of the UBC community, you will have access to a range of resources and services, including fitness centers, libraries, and cultural events.
We are an equal opportunities employer and welcome applications from diverse candidates. If you are passionate about working in a dynamic and supportive environment, we encourage you to apply for this exciting opportunity.
