Patient Program Administrative Assistant

4 weeks ago

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

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 in areas such as payment processing, creating and maintaining filing systems, ordering supplies, and coordinating 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. The ideal candidate will have 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, and scheduling
  • 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 and Administration teams
  • Assists coordinators with Canvas administration, including liaising with LT Hub to create new accounts and troubleshoot issues
  • 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 with discretion
  • 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, 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

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 with maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine's Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP's commitments to intersectional engagement with Indigenous and Black Pathways students and community partners
  • Experience working with staff, faculty, and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences
  • Experience promoting and modeling these values among team members and within support services that are provided to students, faculty, and community collaborators

Working Conditions

This position requires a high degree of organization, attention to detail, and ability to work effectively in a team environment. The ideal candidate will have excellent communication and interpersonal skills, with the ability to maintain confidentiality and handle sensitive information with discretion.

How to Apply

Applicants should submit their application, including a cover letter and resume, to [insert contact information].

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