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

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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
The Administrative Assistant provides administrative support to the Department of Obstetrics & Gynaecology Division of Maternal Fetal Medicine (MFM). The position requires a broad knowledge of University policies. The incumbent is responsible for providing clinical administrative support to one or more physicians/ faculty members at the administrative and clinical offices, located at BC Women’s Hospital. Daily interactions and communication involve faculty members, medical students, residents and fellows, visiting scholars, hospital and community health professionals, and hospital staff in a dynamic and fast-paced work environment in the Department’s administration office.

This position will be based at BC Women’s Hospital (BCWH).
 

Organizational Status
The position is accountable to and reports directly to the MFM Division Head of the UBC Department of Obstetrics & Gynaecology. The incumbent will work closely with faculty members, fellows, residents, students and other staff members within the Department, the Hospital, and the University. The Administrative Assistant serves as the primary contact person for the MFM Division.

Work Performed

• Serves as the primary point of contact for the UBC MFM Division.

• Support Division Head in the general operations of the division. This includes setting up meetings, taking minutes, creating newsletters and news stories and communicating on the Division Head’s behalf with Division members. 

• Calendar support for Division Head. This includes logging onto appropriate email systems regularly and ensuring no scheduling conflicts, accepting meeting invitations and troubleshooting any issues related to the calendar. 

• Process invoices and reconciliations in Workday for Division Head and Division members.  Assists with basic financial support such as downloading ledger summaries for faculty members and investigating discrepancies. 

• Under the direction of the Division Head, is responsible for maintaining the UBC MFM space at BCWH.  This includes ordering and arranging furniture, order key and card access, and fielding space requests. 

• Update and maintain CVs in the CV database for all division members. 

• Organizes the yearly reappointment meetings for faculty members with the Division Head. Includes collating paperwork, arranging meeting and updating notes post meeting. 

• Arrange meetings for divisions, this includes checking availability, booking room (and/or online meeting set up), collecting agenda items, sending out agenda, sending out invitations and taking minutes. 

• Maintain and update division members’ profiles on the website.

• Maintain and update division information on the website.

• Maintains numerous databases; updates and files physical and electronic documents, including mailing lists.

• Assist with scheduling for Division members. 

• Provide basic research support for division members such as data entry and following up on forms. 

Consequence of Error/Judgement
It is important that department records are dealt with conscientiously and confidentially. Failure to use good judgment, organize work, or provide timely and accurate information could have a serious and harmful impact on the Divisions and Department business and/or relations. Inappropriate management of confidential documents and information could have an adverse effect on faculty, staff or trainees, or on UBC or affiliated hospital departments. Tact and discretion must be exercised when dealing with issues of a sensitive nature. Accuracy and attention to detail are critical, as mistakes are costly for students, staff, fellows and faculty members.

Supervision Received
Works independently under general supervision by the MFM Division Head. Work is performed in accordance with established procedures and accepted practices.

Supervision Given
May be required to train temporary replacements and new or inexperienced staff on work procedures and processes.

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 one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Training in administrative skills, office procedures and practices required. Experience in a medical education setting preferred. Knowledge of University administrative and financial processes. Workday, RMS, One45, and WordPress an asset. Computer experience Word, Excel, Outlook, PowerPoint, and databases required. Effective oral and written communication. Effective interpersonal and public service skills. Effective organizational and problem-solving skills. Proven ability to take initiative, prioritize work, work under pressure, meet deadlines and multi-task. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to take and transcribe accurate meeting minutes. Ability to relate to concerns of others and exercise good judgment when resolving difficulties. Ability to type 50 WPM and operate a normal range of office equipment. Familiarity with accounting procedures.

Ability to exercise tact, diplomacy and discretion on sensitive or confidential matters.

Ability to work effectively independently and in a team environment, maintaining respect in approach and language.

Candidates should have a high level of professionalism, ability to work in a team oriented and tasked-based work environment, excellent communication skills, extensive knowledge of clinical clerical processes, medical terminology, experience with electronic medical programs, and experience working in a teaching hospital program.