Division Administrator Critical Care

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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

Job End Date

Please note: This is a part-time position at 0.2 FTE or an equivalent of 7 hours per week.

Job Summary
This position provides operational and administrative support for multiple Divisions in the Department of Medicine. This position requires a broad and extensive knowledge of university faculty and departmental policies. The incumbent will support multiple Division Heads and Division Members with varying needs and priorities and will be expected to prioritize appropriately. The position liaises with various faculty staff and students from the Divisions the Department of Medicine (DOM) the Faculty of Medicine (FOM) Hospital and Health Authority staff and other stakeholders.

The primary work location will be Diamond Health Care Centre however the incumbent will be expected to travel to other sites to support various activities.

Organizational Status
The incumbent will report to the Director of Administration in the Department of Medicine is accountable to the Heads of the Divisions that the position supports.

Work Performed

• Responsible for overseeing divisional accounts including account budgeting invoice generation JVs financial reporting and clearing accounts at year end;
• First point of contact for all divisional queries related to UBC. Provides advice and guidance to divisional faculty staff trainees and students in the areas of finance administration/operations facilities HR and communications. Advises on appointment policies and UBC procedures for faculty staff and student appointments in the Divisions.
• Acts as a resources for Division members.
• Organizes international Clinical Fellowship and oversee their application processes.
• Provides Workday support to Division Heads and division members including initial troubleshooting.
• Drafting and coordinating documents for new hires/appointments reappointments including offer letters support letters and ads and divisional recruitment committees on behalf of division members.
• Creates and maintains the Divisions UBC website UBC directory for division members divisional mailing lists and disseminating UBC information to division members using independent judgement to determine who to disseminate information to.
• Manages and explains Division revenue and expenses to the Faculty of Medicines Finance Team on a quarterly basis including detailing revenue carry forward spending plans.
• Makes decisions on purchases for divisional equipment and reviews contracts for Division Head approval.
• Ensures the completion of the quarterly scheduled teaching payment forms for clinical faculty in the Division is appropriate. Works with and provides guidance to the Postgraduate Program Assistant as needed to ensure on-time payment and accuracy.
• Completes the Divisions section of the annual report and other divisional portions of required UBC reporting.
• Writes divisional review documentation and coordinate onsite review support as needed.
• Ensures UBC space if applicable is used per the terms of the Faculty of Medicines space policy.
• Follows up with full-time faculty to ensure they submit the mandatory Annual Academic Reporting Forms by the deadline date.
• Coordinating documents for annual divisional promotion files including drafting letters on behalf of the Division Head following up on documents and coordinating divisional signatures.
• Coordinates the collection of information from Division members for reporting and collating as required by the Department Faculty and University on an ad hoc basis.-Attends relevant

Consequence of Error/Judgement
This position is expected to work independently exercise judgement and balance competing priorities. The incumbent will handle sensitive information which must be kept confidential and shared appropriately and in adherence to UBCs privacy and information security policies. Failure to balance priorities and respond in a timely fashion could tarnish the reputation of the Department Divisions and University. Inappropriate sharing of information could lead to liability for the Division and Department.

Supervision Received
Expected to work independently reporting to the Director of Administration and receives day to day work directions from Division Heads.

Supervision Given
May provide training and guidance to UBC divisional employees.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience or the equivalent combination of education and experience.

Preferred Qualifications

Ability to work independently and demonstrate sound judgment. Must be able to prioritize appropriately keep organized and work efficiently. Strong communication skills both verbally and in writing. Ability to display tact and diplomacy. Knowledge of UBC systems. Understanding of the Faculty of Medicine and interaction with the health authorities and other programs an asset. Ability to analyze problems and liaise with stakeholders as appropriate. Must convey information concisely and accurately. Must be willing to work a flexible schedule. Some evening hours may be required for Division meetings.