Program Assistant - Perrone

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 1 (Gr1)

Job Title

Program Assistant - Perrone

Department

Perrone Laboratory | Pathology and Laboratory Medicine| Faculty of Medicine

Compensation Range

$2,830.00 - $3,822.00 CAD Monthly

Posting End Date

July 17, 2023

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

Job End Date

Jul 31, 2024

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

The anticipated start date for this position is July 31, 2023. This is a part-time (FTE 50%) appointment. Term is for one year with the possibility of extension.

In your application please include (1) a cover letter, and (2) a CV or resume.

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

This part time Program assistant position will support the day-to-day program functions of the UBC Program Office of Laboratory Quality Management (POLQM), an educational program within the Department of Pathology and Laboratory Medicine at the University of British Columbia. The POLQM provides on-line and in person education and training in the domain of clinical laboratory quality management, and faculty, students and staff conduct applied public health research in the areas of quality assured diagnostic testing and patient safety. As part of its educational mission, the POLQM also hosts conferences on the topics of diagnostic testing and quality laboratory practice on an annual and biannual basis.

The volume of activities of the POLQM is expected to grow over the next five years and there is a need to expand the administrative support for the office. POLQM is recruiting Program Assistant to support the POLQM’s activities and work closely with the Program Coordinator and Director. The selected individual must be able to commit to a regular work schedule at the POLQM office located at the UBC Hospital on the Point Gray campus, and must be flexible to work occasional weekends, holidays and evenings and the demands of internationally based students and collaborators may require.

Organizational Status

The Program Office for Laboratory Quality Management is an independently funded program within the Department of Pathology and Laboratory Medicine at the University of British Columbia. It is structured to provide continuing adult education and training at the certificate level. Currently the POLQM includes the Director, the Coordinator, a part time Editor/ Course Website Administrator and five teaching faculty. Funding support for POLQM comes through a number of revenue streams including fees from courses, trainings, workshops, grants and contracts. Within UBC, POLQM collaborates with the UBC Clinical Microbiology Proficiency Testing program, and faculty in the School of Population and Public Health. External to UBC, the POLQM collaborates with numerous provincial, national, and international agencies and organizations in the private sector including but not limited to: BC Provincial Health Services, various BC Health Authorities (Vancouver Coastal Health, Interior Health, Fraser, Providence), First Nations Health Authority, the Canadian Standards Association (CSA), Lifelabs Inc, Clinical and Laboratory Standards Institute (CLSI), and several Universities including Washington, Maryland, Alberta.

Work Performed

The program assistant functions in several domains:

Program Office activities

• Prepares and maintains filing systems
• Assists in all administrative tasks at the Program Office, such as entering data, copying, printing, sending and receiving mails and emails
• Responds to general inquiries in person, via email, by phone or letter.
• Performs other related tasks as required to meet the operational needs of the POLQM
• Processes routine invoices including: office supplies, catering invoices and course fees
• Serving as the administrative link with LQM students for fees collection and invoice/receipts distribution for the Program Office.

Workshops and special events

• Assists with event set up/take down
• Assists in preparing of special events including workshops, seminars, international conferences, meetings and trainings, such as answering questions regarding the events, maintaining lists of attendees, etc.
• Performs other duties as required to meet the meeting needs of the POLQM

Consequence of Error/Judgement

Consistent with the philosophy and context of quality management, the program assistant is expected to learn from mistakes through a process of continuous improvement. The program assistant, once trained and appraised, is expected to be capable to perform duties consistent with Program Office goals and objectives, with the expectation that the Director and the program coordinator of the LQM program are aware. Certain decisions are made in collaboration. Executive decisions, in particular, those that have an impact on external relationships, are made by the Director and the program coordinator. Finding once has made an error in activity or judgment is an understandable consequence of junior positions. Not reporting, or not addressing error through a process of remedial, corrective and preventive action is unacceptable.

Supervision Received

• Job tasks are governed generally by broad instructions, objectives, and policies, usually involving evolving conditions and priorities
• Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods
• Works independently under general managerial direction in assigned areas of responsibility. Work is reviewed in terms of effectiveness within established policies and guidelines.
• Reports directly to the Program Coordinator of the POLQM, who reports to the Director of the Program Office.

The Program Assistant is expected to be capable to perform duties consistent with POLQM goals and objectives. Consistent with the philosophy and context of quality management, the Program Assistant is expected to learn from mistakes through a process of continuous improvement.

Supervision Given

This position has no direct reports

Minimum Qualifications

High School graduation, 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

• Experience working in adult education preferred
• Ability to perform basic accounting.
• Demonstrated experience in event, conference or workshop preferred
• Demonstrated ability to use good judgement and solve problems.
• Experience working with social media and advertising preferred
• Must be able to commit to a work schedule that includes occasional weekends, holidays, evenings.
• Demonstrated ability to multi-task and prioritize workload to meet deadlines.
• Strong computer skills including experience with MS Office suite (Word, Excel, PowerPoint)
• Demonstrated customer service skills, diplomacy, and ability to communicate effectively through oral, written and interpersonal means.
• Demonstrated ability to work both independently and within a team environment.
• Post-secondary education in the in biological or medical sciences preferred
• Knowledge in Workday software preferred
• Demonstrated ability towards accuracy and attention to detail.
• Demonstrated ability to exercise confidentiality, sensitivity and tact.