Administrative Coordinator, Clinic Operations

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Coordinator, Clinic Operations
Department
Student Health Services Operations | Student Health and Wellbeing | VP Students
Compensation Range
Posting End Date
June 7, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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
Within the context of an integrated client centered model of care and in accordance with UBC Student Health and Wellbeing standards of practice and patient care guidelines, the Administrative Coordinator, Clinic Operations provides financial, administrative and operational support to the administrative and clinical offices.
The position performs clerical functions such as calendar management and meeting support, ordering supplies, reconciling invoices and data entry. Duties range from routine to complex and include maintaining a highly confidential correspondence and communication. This position requires good judgment, the ability to work cooperatively in a fast paced environment, and the ability to respond with tact and sensitivity to a variety of patients and to perform all the duties with strict confidentiality.
Organizational Status
Works under the direction and reports to the Director, Student Health Service. Also takes instructions from the leadership team across Student Health and Wellbeing.
Work Performed
Coordination of day-to day operations:

• Submitting tickets regarding any building maintenance related issues and following up to completion.
• Responding to inquiries regarding the operation of the clinic and its services.
• Maintaining inventories of general office supplies (e.g. paper, writing implements, notepads etc.), office equipment and related items, and arranges for replenishment, repairs, servicing and/or disposition as required and in accordance with prescribed policies and/or procedures.
• Maintaining and verifying conformity to university and departmental guidelines, procedures and policies.
• Setting up and maintaining physicians’ profiles in clinic management system, running regular database reports for the management and clinic/practicum supervisors.
• Keeping the leadership team informed about critical, unusual or novel issues and concerns as appropriate.
• Acting as liaison between staff, physicians, supervisors, students, clients and faculty.
• Supporting in the ordering office related supplies including but not limited to general office supplies, IT and medical supplies.
• Supporting with office moves including removing outdated supplies, documents and files, following retention protocols where necessary, junk removal, creating schedules and signage, and liaising with moving partners.
• Arranging in-person and online meetings for Director, Student Health Service and staff functions, including video- and tele-conferencing where required.
• Overseeing shared email inbox, resolving or forwarding action items as appropriate.
• Calendar management for Director, Student Health Service.
• Preparing clinic room schedules.
• Troubleshooting technology and access related issues for administrative and clinical staff, and submits IT tickets on behalf of staff members. Follows up with ticket through to resolution.
• Maintaining and updating directory and distribution lists.
• Attending staff meetings, preparing agendas and taking minutes.
• Completing requests for clinic phone and website updates.

Coordination of financial activities:

• Reviewing supporting files; preparing financial documents for submission to SH&W Finance.
• Handling Centre staff expense reimbursements; reconciling the Director’s UBC VISA card transactions.
• Reconciling non-patient bills and invoices.
• Consulting with the Administrative Managers and Director regarding feasibility of major purchases and expenses and other budgetary planning.

Consequence of Error/Judgement
Work requires a high level of judgment, initiative, attention to detail and high standards of quality. Errors in judgment may lead to conflict, financial consequences, inefficiency of operations, and/or delayed results, and could harm the reputation of the Student Health Services. Exercises judgment and initiative in handling matters within established policies and procedures while assessing and establishing priorities. Tact and discretion must be exercised when dealing with department records as they are confidential in nature.
Supervision Received
Works independently under the general supervision of the Director, Student Health Service. Performs duties independently and in accordance with established procedures.
Supervision Given
No supervision given.
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.
Preferred Qualifications

• Ability to exercise sound judgment and work effectively with minimal supervision.
• Knowledge in UBC policies and procedures and experience of UBC systems including Workday, preferred.
• Ability to operate and troubleshoot the normal range of office equipment such as photocopier, printer and fax machine.
• Minimum of 5 years of experience in office coordination is highly preferred.
• Ability to maintain accuracy and attention to detail.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Experience in a medical, health or counselling setting preferred.
• Ability to effectively manage multiple tasks and priorities and work well in a dynamic team environment.
• Ability to communicate effectively and tactfully with clients, staff, students and the public in giving and obtaining information, and in explaining practices and procedures.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner and exercise tact and discretion.
• Knowledge of University administrative and financial processes.
• Ability to effectively use Microsoft Office (Word, Excel, Outlook, PowerPoint, Access) and other common software at an intermediate level.