Experimental Medicine Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 1 (Gr3)

Job Title

Experimental Medicine Administrative Assistant

Department

Experimental Medicine Course Leadership | Department of Medicine | Faculty of Medicine

Compensation Range

$4,085.00 - $4,190.00 CAD Monthly

Posting End Date

August 9, 2023

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

Job End Date

Oct 20, 2024

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

The Experimental Medicine Administrative Assistant provides routine administrative support for the day-to-day operations of the Experimental Medicine Graduate Program, responds to prospective students, and supports current students. Responsibilities include maintaining student records; receiving and processing program applications; course scheduling; room bookings; coordinating meetings and events; supporting the student recruitment and awards processes; and responding to routine inquiries by email and phone.

Organizational Status

The Department of Medicine is the largest department in the Faculty of Medicine and the Department’s Administration Office hosts one of the largest graduate programs, the Experimental Medicine Program, within the Faculty of Medicine. This position receives day to day supervision from the Experimental Medicine Program Assistant and reports to the Director of the Experimental Medicine Program.

Work Performed

• Schedules student-director meetings, circulates annual progress survey, and collects annual progress survey results.
• Provides onsite support for student orientations, the Research Expo, and other events and courses that the program delivers.
• Generates the list for graduate support initiative (GSI) awards. Collects GSI award applications.
• Performs other duties as required.
• Provides data and documents for Executive Committee meetings. Attends meetings as required.
• Creates and maintains a faculty supervisor spreadsheet. Collects recruitment information from supervisors who are actively looking for graduate students and connects them with prospective students.
• Monitors student progress including tracking meeting timelines, confirming program requirements are being met, sends reminder emails to students, reports issues to the Director when necessary, and updates student record spreadsheets.
• Collates information to draft and distribute program newsletters to students and faculty on a weekly basis. Maintains and updates mailing lists.
• Updates information on the program website.
• Books rooms for courses. Updates faculty members and students about rooms for courses as needed.
• Completes the initial screening of student applications including completing GPA calculations, verifying English language test results, completing a Potential Supervisor check, and requesting a Supervisor Agreement Memo
• Provides student support including support related to course registration, program extension requests, leave of absence requests, supervisory committee formation, MSc thesis defence, and PhD comprehensive exam.
• Responds to perspective and current students’ inquiries.

Consequence of Error/Judgement

Errors made will negatively impact the reputation of the program and could cause student distress.

Supervision Received

Works independently. Receives day to day supervision and work direction from the Experimental Medicine Program Assistant. Managed by the Director of the Experimental Medicine Program.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus one year of related training, plus two 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

• Ability to prioritize and multi-task.
• Ability to meet deadlines.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Ability to work a flexible schedule including early morning and evening meetings.
• Ability to work independently and within a team environment.
• Strong interpersonal and organizational skills.
• High attention to details and accuracy.
• Ability to travel to sites as needed.
• Intermediate computer skills.