Administrative Support 3

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

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

This position provides administration support (Academic and Clinical) to the division of Developmental Pediatrics at Sunny Hill Health Centre at BC Childrens Hospital. This position works independently under minimum supervision and is required to make independent decisions using judgment based on knowledge of academic principles and processes at UBC and clinical operations and processes at PHSA.

This position works in the office of the Division of Developmental Pediatrics at BC Childrens Hospital. Work space consists of a secretarial desk and computer with adjustable chair in an open office space.

Organizational Status

Interacts with department faculty staff and trainees at all levels. Key role is to provide administrative and clinical support the Developmental Pediatrics Medical Leads and physicians.

Work Performed

Division Admin

Provides admin support and clinical support for Dev Peds Medical Leads and physicians (excluding Senior Medical Director and Division Head).

Works with PHSA Administrative Manager to collate information for Foundation reports etc. as required.

Prepares biweekly Petal MD submissions to capture Physicians time for payroll.

Organizes in-person and virtual meetings for Medical Leads and physicians with Internal staff and external agencies

Coordinates travel and accommodation for Division physicians attending Outreach Clinics

Maintains Vacation and Conference schedule for Physicians and Residents and Fellows and notifies physicians of balances at year end.

Prepares Vacation Carryovers for DoP approval

PHSA Clinical

Coordinates clinic schedules for absences (ie Notifies Booking when physicians are away or switches clinics)

Develops Acute Rehab Unit physician schedules.

Finances

Coordinates Outreach Clinic expense claims for physicians for both PHSA and Provincial Northern & Isolation Travel Assistance Outreach Program (NITAOP) claims

Follows up when NITAOPand/or PHSA claims are not paid to physicians and vendors

Coordinates PHSA claims for Prof Expense Allowance (PEA) funds for salaried physicians and monitors fiscal allowance.

Coordinates PHSA claims for Education Funds (ie KDZ 12308)

Coordinates UBC Workday claims from DoP Education Funds request necessary delegate access and maintain current signing authorities

Coordinate UBC Workday Professional Developmental Accounts for UBC Professors (2)

Coordinates with DoP Finance any discrepancies questions related to DoP PEA accounts

Has signing authority to order supplies

Coordinates Out of Province Travel Authorization for physicians

Office Coordination for the Division

Trouble-shoots office issues and resolves issues as they arise

Maintains office equipment

Provides coverage for vacation and sick leave for Education Program Assistant and Dev Peds Admin Assistant.

Consequence of Error/Judgement

Requires planning and prioritization of duties. Inability to meet deadlines would result in lack of documentation for meetings and conferences. Errors in administrative duties may have a financial impact on the division. This position works with the public and poor communication may impact on the divisions credibility. Confidentiality of information both verbal and written is a must for patient care and physicians.

Supervision Received

Reports to the Division Head Developmental Pediatrics. Works independently under supervision of the Developmental Pediatrics Administrative Coordinator and is required to make independent decisions using judgment based on knowledge of clinic operations and policies and procedures.

Supervision Given

Is not required to supervise may explain work procedures to new or inexperienced staff.

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

Ability to perform word processing at 65 words per minute. Requires word processing/computer experience Word PowerPoint Excel Access Outlook and Internet.

Knowledge of medical terminology is an asset.

Provides effective oral and written communication.

Strong interpersonal skills as well as organizational skills are essential.

Ability to maintain accuracy strong attention to detail exercise initiative judgment tact discretion diplomacy and confidentiality.

Works independently and within a team environment.

Demonstrate effective problem-solving skills.