Division Administrative Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title
Division Administrative Assistant

Department
Education Support | Department of Orthopaedics | Faculty of Medicine

Compensation Range
$4,085.00 - $4,190.00 CAD Monthly

Posting End Date
March 19, 2024

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

Job End Date

Jun 30, 2027

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Please note: This is a part time position at 0.1 FTE (3.5 hours per week). Monthly salary is prorated based on the FTE.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The Administrative Assistant provides confidential administrative support to the Division Head, Pediatrics in the Department of Orthopaedics. The incumbent will be responsible for a variety of complex administrative tasks and duties, ranging from education- to research related responsibilities.
Organizational Status

The Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mandate is to create knowledge, advance learning, and improve musculoskeletal health at the community, provincial, national, and international levels. The Department consists of six clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to increase knowledge in the areas of clinical Orthopaedics, musculoskeletal science as well as applied biomedical engineering. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques and improved biomaterials and implants.
Work Performed

• All Orthopaedics related trainee onboarding: including but not limited to CW & CST Cerner access, PACS access, remote access, dictation. Other access requirements at BCCH as needed.
• Drafts all Orthopaedics trainee preceptor assignments.
• Onboarding research co-op students & research assistants: Hiring, setting up network and Cerner/PACS access, remote access, ID badge.
• Fellows Onboarding: set up site access, including network access, ID badges, parking passes.
• Process all fellow reimbursements
• Liaises as necessary with the UBC Ortho PGME Coordinator, in order to ensure all necessary communications are distributed to trainees and preceptors in division
• Tracks and communicates trainee vacation and time-off approvals
• In collaboration with the UBC administrative team, tracks and processes all salary recovery invoices, including fellow salary recovery invoices
• Drafts proof of employment letters and recommendation letters for Orthopaedics trainees
• Onboarding for all visiting Orthopaedic surgeons, as related to UBC
• Process office supply order requests.

Consequence of Error/Judgement
 

This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. Errors in maintaining the  division’s teaching calendar and/or processing documents in a timely and accurate manner can result in obligations not being met or lack of compliance with UBC policies.
Supervision Received
 

Works independently under the direction of the Division Head, Pediatrics.
Supervision Given
 

None. May orient and supervise students, onboard and train new staff.
Minimum Qualifications

High School graduation, plus one year of related training, plus two 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 in working at a senior executive level is preferred. Prior work experience in a University, research, education, and/or health care organizational structure is an asset. Knowledge of University policies, procedures, governance and administrative systems is preferred. Effective computer skills, including professional experience with Microsoft suite is required. Experience with videoconferencing and a general aptitude for adopting new technology and software is an asset.

Knowledge, Skills, & Abilities:

• Ability to communicate professionally and effectively verbally and in writing.
• Ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
• Ability to be thorough, accurate, and possess a high level of attention to detail.
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Ability to perform word processing at 60 words per minute and operate a normal range of office equipment.
• Effective organizational, problem-solving, planning, and analytical skills.
• Ability to efficiently and effectively manage multiple tasks and priorities.
• Ability to create and accurately maintain records and filing systems.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently, with minimum supervision, and cooperatively within the UBC community and with external stakeholders.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Proven ability in contributing to a productive and supportive workplace.
• Solid judgment and strong ability to maintain confidentiality, tact, and discretion in handling sensitive or confidential issues and in interacting respectfully with internal and external stakeholders.