UBC Job Opportunities – Office Assistant

Website The University of British Columbia

Job Description:

The Office Assistant plays a key role for the UBC Faculty of Medicine units based at the City Square location: receiving visitors including faculty, academics, community partners, residents and students; monitoring PGME and IMG CAP general email inboxes and responding on behalf of the Program, providing administrative support to the PGME and IMG CAP offices, fielding requests for information and service, general facility maintenance including cleaning common areas and organizing supplies, serving as a resource person for staff and faculty, receiving and organizing mail and deliveries, facilitating or redirecting requests, and creating a welcoming atmosphere for the shared group and any visitors.


Job Responsibilities:

  • Coordinates PGME staff travel itineraries including booking flights, car rentals, and accommodations. As the PGME Office is provincial in scope, knowledge of UBC Medicine s regional sites is essential. Additionally, national travel crossing time zones will also be required.
  • During peak periods, works with the IMG CAP Program Assistant to coordinate resident applications and inquiries. Monitors and responds to messages the confidential IMG CAP email inbox. Provides accurate and timely information to inquiries about the program and provides advice on IMG CAP policies and procedures to applicants.
  • Organizes confidential shredding and junk removal.
  • Maintains all PGME Dean s Office SharePoint Sites, PGME Contact Lists, PGME Listservs, and the PGME and IMG CAP websites.
  • Monitors the PGME General Email inbox. Uses sound judgment in responding to/referring inquiries as appropriate in a timely, professional, tactful, courteous manner. This mailbox receives a high volume of inquiries on behalf of the entire PGME office from internal and external stakeholders, including members of the public and the Ministry of Health. Delays in responses or inappropriate/inaccurate answers may negatively impact and diminish the credibility of the Postgraduate Medical Education Office with key stakeholders and members of the public.
  • Coordinates and negotiates all catering for the PGME and IMG CAP Office programs and events. These events can be as large as 200 or more attendees.
  • Screens a high volume of incoming telephone calls, in person visits, correspondences, and requests for meetings with the PGME and International Medical Graduate Clinical Assessment Program (IMG CAP) office; determines urgency of requests and responds appropriately. Uses diplomacy, persuasiveness and tact in dealing with residents, applicants, donors, students and the general public.
  • Prepares and processes expenses including credit card payments, reimbursements, and travel requisitions for the PGME and IMG CAP office staff.
  • Maintains reception and all common areas, including ordering supplies, placing trouble calls, making arrangements with security, and liaising with the City Square staff for facility-related issues. Coordinates a cleaning schedule for fridge and microwave with UBC Faculty of Medicine departments in City Square.
  • Provides reception support to the Faculty of Medicine units based out of City Square using tact, diplomacy, and discretion. This includes Postgraduate Medical Education (PGME), Faculty Development (Fac Dev) and Continuing Professional Development (CPD).
  • Coordinates mail and courier deliveries and receipt for the City Square group. Coordinates hospital and campus mail with the Undergraduate Medical Education Receptionist at Diamond Health Care Centre.
  • Composes complex and confidential correspondence on behalf of the Director of Administration, Postgrad Manager, and Program Manager, IMG CAP. Uses clear, concise business English and tact, diplomacy, and discretion when responding on behalf of these individuals.
  • Maintains office supplies for the PGME Office including ordering and purchasing. Has signing authority specific to this purpose.
  • Maintains the City Square meeting room and video conference room bookings and facilitates the videoconference capabilities. Troubleshoots technical issues with the support of MedIT. VC self-support training required.

Job Requirements:

  • High School graduation and 1 year post-secondary education.
  • 4 years related experience or the equivalent combination of education and experience.
  • Knowledge of university policies and procedures.
  • Effective oral and written communication, interpersonal, and organizational skills.
  • Ability to type 55 w.p.m. and to operate a normal range of office equipment.
  • Ability to use word processing, spreadsheet, and electronic mail applications at an intermediate level.
  • Ability to prioritize work, multi-task, and to work under pressure to meet deadlines.
  • Accuracy and attention to detail.
  • Ability to exercise tact and discretion.
  • Ability to deal effectively with a diversity of people.
  • Ability to work both independently and within a team environment.
  • Ability to deal with people in a calm, courteous, professional manner.
  • Ability to effectively triage and determine the nature and urgency of a request.
  • Ability to interact effectively and professionally with members of the public.
  • Ability to work in a fast-paced, high-volume environment with constant interruptions.
  • Ability to communicate effectively, both verbal and in writing.
  • Flexibility and can-do attitude.
  • Ability to work independently and demonstrate initiative.
  • Ability to plan ahead and anticipate the needs of a diverse group.
  • Ability to exercise judgment, tact, discretion, and diplomacy.
  • Proven ability to adapt to and work effectively in a multi-tasked environment.

Job Details:

Company: The University of British Columbia

Vacancy Type: Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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