University of British Columbia Jobs – Administrative Support

Job Description:

The Administrative Support provides general and financial administrative support to the faculty and Office Manager of the Department of Radiology. The incumbent acts as the frontline general resource person for inquiries, actively communicating and liaising tactfully and effectively with a wide-range of department members, invited guests and members of the public. Responsibilities include: coordinating confidential personnel e-files related to faculty appointments, reappointments and promotions procedures; participates and supports in the planning and completion of the administrative aspects of the Department’s conferences, events, courses, outreach program; administers the Department’s evaluation and faculty databases and administers the office operating requirements.

Job Responsibilities:

• Provides administrative support to the office manager incl. the booking of meetings and appointments.
• Responsible for creating and maintaining department e-distribution lists and providing and updating committee lists in teams.
• Screens and responds independently to a variety of written and oral inquires of an interpretative nature, redirects and/or resolves issues as appropriate.
• Takes, transcribes, and distributes minutes of various meetings in a timely manner.
• Assists with urgent and timely requests, recognizing priorities and coordinates with others involved and takes appropriate action.
• Using Workday initiates financial transactions such as generating requests for invoices, expense reports, internal transfers and purchase requisitions. Tracks invoices and payments. Prepares financial worksheets and statements as required.
• Develops and composes routine to complex correspondence and other materials in preparation of meetings, events, programs and projects.
• Administers Grand Rounds/Visiting Professor Program, maintains master schedules and distributes weekly schedules, corresponds with faculty and guest lectures while paying particular attention to good working relationships and hospitality, provides weekly lecture notices, video conference support for lectures (in coordination with Digital Solutions) and to troubleshoot any technical issues.
• Ensures the Royal College of Physician and Surgeons of Canada Maintenance of Certification Program are met for conferences, courses and Radiology and Nuclear Medicine grand rounds including administering Continuing Professional Development (CPD) faculty credits.
• Establishes and distributes agendas and other meeting materials, and makes appropriate arrangements for room bookings and/or video-conferencing connections. Orders catering if necessary.
• Prepares, formats, edits, proofreads and distributes a variety of documents, including reports, surveys, department communications.
• Acts as admin moderator during the zoom (on-line remote live video streaming) and/or in person sessions for the Grand Rounds.
• Provides administrative support for conferences such as: distribute and collect necessary forms to moderators and speakers and track them, send out invitations, create sponsorship invoices and track them; create CPD certificates, administer e-distribution lists, file necessary documents, purchase conference supplies and assist with registration desk at in-person conferences.
• Provides accurate and clear information to the radiology community members and the university community related to dept administration/services as well as other campus resources.tively and tactfully; refers the individual to the appropriate staff or faculty member as necessary.

Job Requirements:

• Ability to maintain accuracy and attention to detail.
• Ability to interact with a broad range of people in a professional and approachable manner.
• High School graduation, plus a two-year post-secondary diploma.
• Ability to exercise tact and discretion, along with a high level of confidentiality.
• Effective oral and written communication skills with strong interpersonal skills and a demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to perform word processing at 55 words per minute and ability to operate a normal range of office equipment.
• Ability to listen actively and attentively, obtaining clarification as required.
• Intermediate proficiency in MS Suite, Adobe Suite and Zoom applications. Workday and Qualtrics platforms preferred.
• Training in office procedures and administrative practices (4 years experience)
• Ability to respond appropriately to oral and written communications and make appropriate decisions.
• Ability to prioritize and work effectively under pressure to meet multiple deadlines.

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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