Job Description
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Support
Department
Office Management Department of Radiology | Administrative Management | Department of Radiology | Faculty of Medicine
Compensation Range
Posting End Date
July 22, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This position is located within a health-care facility. Therefore, the selected candidate requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.
We ask that all candidates provide a cover letter as part of their application.
The role is a 1 FTE (35 hrs/week).
Job Summary
The Department of Radiology consists of 277 dedicated faculty members including: 16 full-time/part-time, 234 clinical, 11 emeritus/honorary members and 16 associate members. Most of the Department members are located in Vancouver, along with members in Burnaby, North Vancouver, New Westminster, Fraser Valley, Victoria, Prince George, and the Okanagan. This office employs 12 staff.
Diversity is a core value at University of British Columbia and in the Department of Radiology. The Department members are committed to building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty.
The Administrative Assistant is responsible for the operational and financial administration supporting the Office Manager and Administrative Manager. This position is highly interactive, acts as the frontline resource person communicating effectively in writing and verbally with department members, invited guests and members of the community. The Administrative Assistant supports the Department's strategic plans, new initiatives including conferences, events, courses, outreach program; is responsible for the Department's weekly newsletter and file management.
Organizational Status
The Administrative Assistant reports directly to the Office Manager and works closely with the Dept faculty and staff members.
Work Performed
Administration:
Administers the weekly Grand Rounds/Visiting Professor Program with the Department Head, maintains proactively master schedules and distributes weekly lecture e-notices, corresponds with faculty, residency program staff, guest lectures while paying particular attention to good working relationships and hospitality. Organizes the video conferences and/or in person lectures in coordination with UBC's Digital Solutions and troubleshoots any technical issues.
Acts as the administrative moderator during the zoom (on-line remote live video streaming) and/or in person sessions for the Grand Rounds/Visiting Professor Program.
Ensures the Royal College of Physician and Surgeons of Canada s Maintenance of Certification Program requirements are met for Radiology and Nuclear Medicine.
Provides Grand Rounds lecture evaluation to faculty members presenting and at the end of each year, an annual record to each members of their continuing professional development (CPD) credits.
Maintains record of faculty CPD credits for Royal College audit purposes.
Arranges accommodations for Visiting Professors for Grand Rounds, conferences and collaborates with the Residency Program Staff for Academic Half Days and keeps Visiting Professors well informed.
Administers the Dept's weekly and quarterly e-newsletter with the Department Head and Vice Chairs or other guests in preparing, proofing and formatting the newsletter, ensuring accuracy and completeness prior to the weekly and quarterly e-distribution. Collects articles, pictures, information from different stakeholders in advance.
Assists in the administrative preparation of conferences, courses and events including. retreats (virtual, hybrid and in-person). This includes the creation of flyers, evaluations, certificates, collecting documents and e-filing according to UBC accreditation standards.
Administers the faculty teaching evaluation system, maintaining confidentiality in reporting results.
Follow-ups on faculty to complete evaluations and runs reports as required.
Ensures, the evaluation system data is accurate and complete.
Establishes and distributes Committee agendas and other meeting materials, and makes appropriate arrangements for room bookings and/or video-conferencing connections. Orders catering if necessary.
Takes, transcribes, and distributes minutes of various meetings in a timely manner.
Maintains the faculty and staff list serves/e-distribution lists and Dept database and keeps team members informed of new list serves.
Develops, analyzes, composes complex correspondence and other materials in preparation of meetings, programs and projects.
Prepares, formats, edits, proofreads and distributes a variety of documents, including reports, surveys, department communications.
Serves as Dept liaison for external organizations, agencies, health authorities and faculty members; communicates on behalf of the Department Head and Office Manager.
Identifies urgent and timely requests, recognizing priorities and coordinates with others involved and takes appropriate action.
Screens and responds independently to a variety of written and verbal inquires of an interpretative nature, redirects or resolves issues as appropriate.
Administers the Dept's research grant proposals for review and Dept Head's signature; ensures grant deadlines are met for the Faculty of Medicine Dean's Research Office submission.
Provides referral information as necessary. Provides accurate and clear information to the faculty, fellows, residents, students and the university community related to dept administration/services as well as other campus resources.
Assists faculty with interpretation of UBC travel, entertainment and purchasing polices.
Responsible for the Office's operational requirements including ordering of office supplies, equipment/computers, collecting mail, arranging couriers, service calls for equipment.
Responsible for e-filing of faculty personnel file documents, conference/event documents and other administrative e-files.
Plays a proactive role in posting articles, departmental news and events on the internal communication platforms.
Updates general information on the Department website.
Acts as back up for the administrative coordinator as required by assisting with peak periods and vacation/sick days.
Finance:
Using Workday initiates financial transactions such as expense reports, internal transfers and purchase requisitions and requests quotes for purchases as required.
Prepares financial worksheets and statements as required.
Tracks these transactions ensuring payments are processed.
Creates sponsorship invoices for conferences, keeps track of sponsorships and all conference related expenses, providing updates to the Office Manager and/or Department Head.
Processes all expenses and reimbursements conference and Visiting Professors.
Keeps track of these expenses and reimbursements ensuring completeness.
Creates financial budgets for researchers or other members ensuring worktags (accounts) are not overspent and expenses are within the active period of the grant.
Provides Workday zoom teaching sessions as needed for finance transactions to dept members or assisting members with the appropriate Workday job aids.
Performs other related duties related to the above responsibilities
Consequence of Error/Judgement
This position represents the University of British Columbia, the Faculty of Medicine, and the Department of Radiology in its dealing with students, staff and faculty and the community at large. Errors in decisions/ judgment can adversely affect the reputation of the faculty, department and the University. This incumbent will be expected to exercise good judgment and initiative in prioritizing and scheduling their work. The incumbent works within broad guidelines and in conjunction with the Office Manager and Department Head, will be establishing new policies and procedures which will be followed. Errors could result in reduction in funding, direct impact on program/conference accreditation, and loss of valuable physician time and income.
Supervision Received
The Administrative Assistant reports directly to the Office Manager and takes direction from the Senior Admin Manager, Dept Head and Faculty.
The Administrative Assistant is expected to work with initiative and perform independently of the assigned tasks.
Supervision Given
None. May be required to train new or temporary assistants
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Knowledge of standard office procedures and book keeping practices.
Ability to type 50 wpm with a proficiency in the Microsoft applications, Doodle Poll, Qualtrics, Workday, Canva and Adobe Suite of applications.
Web savvy with knowledge and comfort using web-based platforms/technologies - for database and scheduling purposes.
Effective oral and written communication skills with strong interpersonal skills and a demonstrated ability to interact with a broad range of people in a professional and approachable manner.
Ability to maintain accuracy and attention to detail.
Ability to prioritize and work effectively under pressure.
Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
Advanced proofreading skills with a focus on grammar, spelling, and punctuation.
Ability to listen actively and attentively, obtaining clarification as required.
Ability to exercise confidentiality, tact and discretion.
Ability to work both independently and within a team environment.
Ability to assist with moving light furniture, equipment, supplies up to 25 lbs.
Available to work a fluctuating work schedule as there are occasions where this role requires the Administrative Assistant to arrive earlier or stay later to oversee an event. Occasional weekend work may be required.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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