Administrative Assistant, Student Affairs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant, Student Affairs

Department

Student Affairs Support | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

July 12, 2023

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

Job End Date

• This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

To support general administrative functions and operations within the Office of Student Affairs in the MD Undergraduate Program, liaising with medical students, UBC staff and faculty, and assisting the Associate Dean, Student Affairs and Manager, Student Affairs, with a variety of initiatives. Provides personal and confidential assistance to Student Affairs faculty, which includes calendaring and coordination support, and maintains confidentiality of student information when liaising with program stakeholders and external agencies.

This position will be based at the Gordon and Leslie Diamond Health Care Centre. The incumbent will be required to work flexible hours with occasional travel to other sites (e.g., UBC Campus) to support operational activities within the Office of Student Affairs, MD Undergraduate Program.

Organizational Status

Reports to the Student Affairs Coordinator. Works closely with and receives direction from the Associate Dean, Student Affairs. Works closely with the Assistant Deans, Student Affairs and the staff within the Office of Student Affairs. Interacts frequently with students, staff and faculty members within the MD Undergraduate Program, UBC Faculty of Medicine and other UBC departments. Liaises with representatives of external organizations as required.

Work Performed

• Liaises with external organizations and prepares/gathers survey materials and reports for various programs including the College of Physicians & Surgeons, Association of Faculties of Medicine of Canada, Association of American Medical Colleges, The National Board of Medical Examiners, other Universities and external bodies/agencies.
• Responds to confidential telephone, email and in-person inquiries and provides information of a complex nature. Highly confidential information is handled within this office. Where necessary, in consultation with the Manager, Student Affairs, triages, redirects, and tracks incoming and outgoing paper and electronic mail.
• Other duties as required in keeping with the qualifications and requirements of the job.
• Provides information to students on non-academic matters, including but not limited to tuition deadlines and tuition refund policies.
• Verifies enrolment online for National Board of Medical examiners and the National Resident Matching Program.
• Provides guidance to faculty, staff, students, and external vendors on topics including but not limited to: UBC payment practices and systems; Workday functionality, and; tax documents related to stipends. Makes appropriate referrals for more complex topics as appropriate.
• Tracks and reports financial data to the Manager, Student Affairs, on budget usage and anticipated future spending. Supports the Manager, Student Affairs, with preparing budgets for initiatives upon request and provides information on availability of financial resources to support proposed activities. Prepares, submits, and tracks payments and reimbursements to students, faculty, and vendors upon direction from Manager, Student Affairs.
• In collaboration with the Manager, Student Affairs and the Associate Dean, Student Affairs, supports a variety of annual projects, events and initiatives including: retreats, events, , annual assessments, etc. Also supports the Manager with the coordination of recruitments or reappointments. Handles requests for information and data for specific initiatives and projects, and tracks through to completion.
• Supports a variety of administrative functions within the Office of Student Affairs, including but not limited to: collects, reports on, and prepares reimbursements for student financial claims; updates and maintains student records of curricular and exam accommodations and prepares letter for faculty review for students for MCCQE exam accommodations upon request.
• Personal and confidential secretary to the Associate Dean, Student Affairs and the Manager, Student Affairs. Schedules appointments and coordinates meetings; books rooms and arranges catering as required. Adapts appropriately to changing requirements and needs in regards to scheduling details. Schedules and organizes meetings, prepares and distributes agendas and other meeting materials; transcribes minutes for key Student Affairs meetings. Provides broad operational support to Manager, Student Affairs.
• Assists in onboarding process for temporary and permanent new staff hires, including but not limited to: introductions to UBC systems and functionalities; office standards for transmission and storage of data; and, computer access.
• Prepares correspondence, forms, reports and other documents in either draft or final format, much of which contains sensitive and confidential information and material. Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Associate Dean, Student Affairs and the Manager, Student Affairs.
• Supports the Associate / Assistant Deans, Student Affairs for Postgraduate Trainee Reference requests for students licensure registration with the College of Physicians and Surgeons of the provinces.
• Negotiates with external vendors to ensure expenditures on equipment and services are regularly reviewed and appropriately costed. Ensures office space is appropriately equipped for faculty and staff.
• Makes travel and accommodation arrangements for Associate and Assistant Deans, Student Affairs, Vancouver Fraser Medical Program as needed.
• Responsible for the Office of Student Affairs physical and electronic records management system including filing, creating/maintaining files, culling existing files, packaging files for archiving, in consultation with the Manager, Student Affairs.

Consequence of Error/Judgement

Impact of error is considerable as incumbent would be dealing with sensitive, highly confidential information as well as material that is widely distributed. This position works independently under general direction from the Manager, Student Affairs and the Associate Dean, Student Affairs. Any errors in decision could potentially have repercussions for the Faculty, students and general public and image of the Dean's Office and Faculty as a whole.

Supervision Received

Works independently with some direction from the Manager, Student Affairs and the Associate Dean, Student Affairs.

Supervision Given

None.

Minimum Qualifications

High School graduation and a two year post-secondary diploma plus 4 years of related experience or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

Post-secondary education in student-services, student affairs or related field.

Familiarity with the MD Undergraduate Program at UBC.

Previous experience with Student Information Systems and other systems at UBC.

Experience with and/or education in accounting and financial processing.

Ability to communicate effectively verbally and in writing.

Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to effectively manage multiple tasks and priorities.

Ability to gather, analyze, synthesize, and report on complex data from multiple sources.