Receptionist/Program Assistant

Organizational Unit
University of Victoria -> Division of Medical Sciences -> Island Medical Program
Posting Close Date
4 July 2022
Please note that positions will close at 4 p.m. on the closing date.
FTE
1.0
Salary Grade
$3,755.00 - $3,872.00
Additional Posting Information:
N/A
Salary posted reflects full FTE (will be prorated for part time)
Classification
Secretary PB7
Hours of Work
Monday to Friday, 8:30 am - 4:30 pm
Start Date
7/18/2022
End Date
2/17/2024
Employee Group:
CUPE 951 - Term
# of Hires Needed
1
Category
Administrative and Support Services
About this Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Job Summary

The UBC Faculty of Medicine provides medical education training to more than 3,400 undergraduate, graduate, and postgraduate learners.  The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province.  With the increasing number of learners on Vancouver Island, enhanced coordination between the undergraduate and postgraduate administrative offices is required.  A Regional Administrative Office (RAO) has been established to facilitate all medical education activities on Vancouver Island, and to ensure an efficient use of resources.

Until the Regional Administrative Office and regional administrative structure has been fully implemented, this position is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined.  This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are being established.

All duties and responsibilities are carried out at the Royal Jubilee Hospital in Victoria, BC.  Occasionally, travel may be required to other sites.

This position reports to the Regional Office Manager and takes direction from the Regional Office Administrator and provides support to the Undergraduate and Postgraduate Clinical Programs as well as other members of the IMP and UBC administrative team at Uvic.  The position will communicate and work effectively with individuals throughout the University of Victoria and its communities, and with representatives of the partner universities: the University of British Columbia and the Northern Medical Program, the Southern Medical Program as well as with members of the Vancouver Island Health Authority (VIHA).

This position provides first point of contact for students, residents, physicians, instructors, standardized and volunteer patients and visitors to the Clinical Academic Campus at Royal Jubilee Hospital .  The position provides clerical support for onboarding of learners, reception/facilities, meeting/instructional and program support.  This position also is the primary back-up for room bookings.

Work takes place in the Clinical Academic Campus at the Royal Jubilee Hospital but some work may be undertaken at the Victoria General Hospital or the University of Victoria. Some after-hours work may occur periodically.

The position supports the development and ongoing operations of the Regional Administrative Office, undergraduate and postgraduate medical education.

Job Requirements

Skills:

• Excellent interpersonal and communication skills
• Typing Speed 60 words per minute
• Proficient with Microsoft Office, Filemaker Pro or equivalent databases and other software
• Excellent writing ability
• Demonstrated ability to instruct others on new instructional meeting equipment 

Specialized Knowledge/Education:

• High school graduation and at least three years' experience working in a University or large complex organization, or equivalent combination of education and experience.
• Medical terminology will be an asset. 

Experience:

• Comfortable sourcing new information
• Demonstrated strong interpersonal, planning and organizational competencies
• Ability to be diplomatic in stressful situations
• Keen eye to detail
• Comfortable working in ambiguity
• Highly motivated and invigorated by change
• Experience and comfort working with young adults in challenging circumstances
• Ability to multi-task
• Comfortable learning new technologies and software programs
• Ability to maintain confidentiality and diplomacy at all times

Equity and Diversity Statement

UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.

Read our full equity statement here: www.uvic.ca/equitystatement.

Accessibility Statement

If you anticipate needing accommodations for any part of the application and hiring process contact: [email protected] Any personal information provided will be maintained in confidence.

COVID 19 On-Campus Requirements

The University of Victoria requires all new employees to provide proof of vaccination. Your information is confidential  and will be securely stored.