CART Administrative Assistant

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Job Profile

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Department

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Posting End Date

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

Job End Date

NOTE: This is a full-time 1-year appointment with possibility of extension. The position is located at BC Womens Hospital and requires the incumbent to work on-site from Monday to Thursday with the possibility of working remotely on Fridays.

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
Reporting to Dr. Wendy Norman in the Department of Family Practice within the Faculty of Medicine the incumbent will be a member of The Contraception and Abortion Research Team lab led by Dr. Norman. The CART Administrative Assistant will work with the CART Manager and will provide administrative financial and coordination support to Dr. Norman the CART team members and for CART Team activities. The incumbent will manage Dr. Normans calendar and scheduling meetings complete basic financial reporting for CART activities and team members and coordinate meeting planning minute-taking logistical support and correspondence for CART research projects and events. The CART Administrative Assistant will also provide support for the logistical aspects of grant submissions.

Organizational Status
The Contraception and Abortion Research Team (CART) is situated at the BC Womens Hospital Research Institute (WHRI) and belongs to the UBC Department of Family Practice. Led by Dr. Wendy Norman CART is a national interdisciplinary and collaborative research team that conducts research to inform key stakeholders on policies and services impacting family planning and womens health. CART has multiple active grant-funded research projects. Several UBC faculty are principal investigators leading CART projects.

Work Performed

• Manages the PIs calendar and scheduling meetings for CART activities.

• Attends internal and external team meetings with or for the PI and takes detailed meeting minutes.

• Updates and maintains the CV CCV and other grant related CV versions for the PI and for a range of health system and health policy leaders on the team.

• Responsible for submitting regular reports for CART activities such as project-related travel research and events.

• Submits purchase orders for relevant project expenses in Workday and communicates clearly with vendors and partners about financial reporting requirements.

• Coordinates travel arrangements meetings and research-related events by performing duties such as coordinating schedules preparing agendas and other documentation booking rooms creating Qualtrics surveys for uses such as meeting registration and/or meeting evaluation arranging catering and other suppliers or consultants and preparing and distributing minutes.

• Updates CART website with relevant project and staffing updates.

• Serves as a general administrative assistant resource for the PI and as the first contact for any requests directed to the CART lab.

• Assists in creating and disseminating project and team newsletters to partners healthcare professionals and wider CART research network.

• Assists in maintaining administrative and/or research databases with confidential information.

• Assists in preparing the logistical materials required for grant applications including aspects such as coordinating and creating an index for support letters coordinating team member tasks CVs and other submission components creating team tables and an index of abbreviations etc.

• Performs other related duties as required.

Consequence of Error/Judgement
The CART Administrative Assistant is responsible for engaging with stakeholders such as health care providers performing abortion services in a culturally sensitive and respectful manner. This position requires working effectively within an organizational structure and involves a high degree of self-direction the ability to work to tight timelines and strong interpersonal skills.

Poor decisions and errors in judgment could result in delayed completion of projects or inappropriate planning result in financial loss and damage the reputation of the Contraception and Abortion Research Team (CART) the Faculty of Medicine and the Department of Family Practice.

The Research Assistant must exercise cultural sensitivity patience good will tact judgment and discretion in working with various stakeholders and collaborating with internal and external agencies. Knowledge and sensitivity to issues is required. The Research Assistant is expected to communicate with staff research investigators and community/external agencies. Errors in decision-making may compromise the reputation of CART and key investigators.

Supervision Received
The Administrative Assistant reports directly to the PI and is expected to work with relative independence. They are expected to be proactive in anticipating the needs of the team members and to work efficiently in a fast-paced environment. The Administrative Assistant is expected to handle routine scheduling meetings and basic finances independently and may consult the CART Manager for guidance on new or more complex tasks.

Supervision Given
None.

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.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Proficiency in English grammar spelling and punctuation. Ability to compose simple clear concise correspondence to internal team external partners and government officials.

• Knowledge of and/or experience using Workday for managing expenses and HR processes.

• Ability to exercise tact and discretion with faculty staff students and the public in giving and obtaining information explaining practices and procedures.

• Strong organizational and time management skills and the ability to prioritize tasks according to importance and relevant deadlines.

• Ability to work both independently and collaboratively within a team.

• Ability to communicate effectively verbally and in writing with diverse audiences.