Administrative Assistant - Pediatric Cardiology - Jobs in University of British Columbia (Vancouver campus), BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleAdministrative Assistant - Pediatric CardiologyDepartmentHuman Resources and Administration | Department of Paediatrics | Faculty of MedicineCompensation Range$3,881.00 - $4,082.00 CAD MonthlyPosting End DateFebruary 9, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateSep 5, 2023This 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.This offer is conditional upon successful completion of a Criminal Record Check.Job SummaryTo assist in the coordination and development of the academic/research programs within the Division of Pediatric Cardiology. This position provides administrative support to the Heart Centre located at BC Childrens Hospital.Organizational StatusThe position works closely with all faculty members in their academic endeavors. Collaborates and interacts with other members of the pediatric administrative team, divisional secretaries, research personnel, and representatives from within the hospital and university communities. This position works closely with fellows, subspecialty residents, residents, medical students, summer students and other administrative professionals within a teaching hospital setting.Work PerformedAcademic Support

• Coordinates educational/academic events for the Heart Centre; assists faculty members with administration of academic/research projects.
• Organizing and coordinating presentations, seminars, workshops, conferences, symposia and special presentations.
• Maintains database of attendees and invitees for meetings and scientific programs.
• Coordinates weekly and monthly research meetings.
• Responds to oral and written enquiries regarding the research/academic programs.
• Organizes and attends weekly/monthly academic/research meetings.
• Maintains Divisional Faculty CV s and teaching dossiers.
• Uses considerable knowledge, discretion, judgment in learners concerns and requests.
• Provides other administrative support to the divisional academic program.
• Assists with financial record keeping as related to Divisional research activity.

Education ProgramSupports the Program Director in areas of sub specialty residency/ fellowships/undergrad and postgraduate education.

• Clinical fellowship appointment process
• Keeping Fellow Rotation Calendar current
• Evaluations to be sent out each block; 3 separate send outs to fellow; one to supervising physician
• Tracking completed evaluations
• Academic binders updated with current information
• Academic calendars to be updated monthly with any teaching sessions outside of our fixed schedule
• Liaising with interested applicants/responding to fellowship inquiries; guiding applicant through application process
• Reviewing materials submitted by applicant; ensuring IELTS and other criteria met before PD reviews; insert information on our Fellowship Application Log to be current for RTC meetings.
• Coordinates undergraduate and postgraduate teaching rotation calendar; oversees calendar and liaises with undergraduate office to approve UGYs to rotate through our service
• Coordinates all independent electives with residents across Canada and abroad; helps facilitate their electives with us and liaises with PGME and CPSBC
• Sets up computer/hospital access for learners
• TTPS – new data management system to track undergrads rotating through our service so % of teaching is paid to our teaching faculty and is distributed accordingly
• Newly implemented: PD would like exit interviews when SSR/Fellow completes training with program; taking thorough record/minutes of interview
• Processes Formal Scheduled Teaching payments for the teaching faculty
• Keeping our residency program and training information up to date; maintaining Academic Folder in the W:/drive
• Coordinating RPC and CC and Journal Club meetings for faculty
• Assists with CaRMS and application review; preparing files; setting up interviews
• Attends Meeting once every 6 weeks/ or as expected by the Dept. of Pediatrics
• Attends workshops that PGME organizes for the PD and PA to attend locally; career development; educational etc
• Special Projects as designated by the PD: ie: creating a residency manual; internal review process; accreditation (cyclical); program brochure; special meetings requiring event planning

Research Cardiodiagnostics, admin and finance• Receive requests, orient coordinators to process• Collect necessary approvals• Liaise with different departments, Ethics office, UBC finance• Billing, collect completed requisitions, data input, produce invoices, send to coordinators• Expenses, budgeting and projectionResearch personnel onboarding, Harris and Armstrong Labs• Request PHSA accounts/access• Orient new students/hires• Facilitate new hire requests with Pediatrics HR• Collect necessary approvalsResearch finance, Harris and Armstrong Lab finances, liaising PHSA payments to UBC employees• Reimbursement requests from PHSA accounts via Pediatrics Finance• Management, budgeting and projections, determine hiring capabilities, purchases, expense allocations based on current financial picture• Harris lab – reviewing approved expenses from each grant, making sure the lab is abiding with the guidelines. Coordinating with granting agencies. Purchasing via P-card for supplies and other miscellaneous items.Professional Fee Billing• Tallying ECG activity monthly• Data input, produce invoices, send for approval• Trouble shoot if needed, liaise with Pediatrics finance, Physician Compensation• Oversee the process done by Lyn/Aliyah (add-ons, ref/att doc), trouble shoot/correct as neededPHSA finances• Collect any expenses, reimbursements to be paid by a KDZ account• Coordinate with payee for details• Create requisition, send for approval, follow -up until paid. Liaising with Pediatrics finance, PHSA accounts payable, UBC central finance.Visiting Physicians• Orient physician to process, coordinate with PHSA credentialing & CPSBC, sometimes MOCAP team• Facilitate timely approval from necessary parties• Coordinate ID, Pager, dictation etc.• Sometimes coordinate housing/car/flights• Coordinate reimbursements and evaluations if applicableOther Administrative Duties• Email blasts• Social activities• Booking the conference room• Requesting ID’s for new hires/students• Book meetings• IT requests• Ad hoc requests• Coordinate physician schedulesProgram Finance• Facilitate expenses from any of the program accounts, for application fees, materials, courses etc.Consequence of Error/JudgementThis position is expected to work independently, with minimal supervision. Applies knowledge of procedures, guidelines and regulations and makes decisions within established protocols. Uses sound judgment, tact, discretion and sensitivity in problem solving. Significant problems are referred to the Head, Division of Cardiology or the Director of the fellowship program. Participates actively in dialogue and development of creative team-based solutions.Errors in administrative duties will have a negative financial impact on the division. Errors in their appointment documentation would have an adverse effect on ward and clinic staffing levels. Poor communication and suboptimal assistance may damage the division s and the fellowship programs credibility, with potential loss of fellowship training accreditation with the Royal College of Physicians and Surgeons.Supervision ReceivedThis position reports to the Division Head, Pediatric Cardiology or designate.Supervision GivenWill be required to formally train new staff on work procedures, and/or oversee work of students and/or temporary staff. Works closely with academic Division members and other research personnel.Minimum QualificationsHigh School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience. C ompletion of a Medical or Dental Office Assistant program (including terminology) .Preferred Qualifications4 years related experience or the equivalent combination of education and experience. Computer experience required (Word, Excel, PowerPoint, Outlook preferred). Experience in an academic health care setting is an asset. Effective oral and written communication, interpersonal and organizational skills. Ability to type 60 wpm and to operate a normal range of office equipment. Ability to type letters, memos, and reports, often of a specialized nature specific to the field of pediatrics. Ability to take and transcribe minutes. Ability to compose correspondence using concise business English. Ability to work both independently and within a team environment. Ability to exercise tact and discretion in a multicultural environment. Ability to prioritize work and meet deadlines. Ability to maintain accuracy and attention to detail. All positions in the Department of Pediatrics at BC Childrens Hospital require a Criminal Record Check (CRC). A pre-employment CRC is required as part of the recruitment process and any offer of employment is contingent pending positive results of the CRC.Quick Apply

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