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To make the company vision and mission comes true; University of British Columbia is open for new position as Admin Assistant, UGME in Vancouver, BC start from February 2018. Everyone who’s interested in filling this vacant, please participate in this Admin Assistant, UGME February 2018 recruitment in Vancouver, BC. It is advised for all participants to prepare all necessary requirements for this job recruitment procedure, as the process will need you to give suitable specification that the company wants for this position. If you feel that you are the one that can fill the specification, you can try to read further information on Admin Assistant, UGME February 2018 in Vancouver, BC below.
The Admin Assistant, Undergraduate Medical Education Program (UGME), is the main administrative and calendaring support for senior faculty leaders (3-4 part time) in the Undergraduate Medical Education Program (UGME) and general secretarial and committee support.
The Undergraduate Medical Education Program is comprised of four geographically distinct sites including the Island Medical Program (IMP), Northern Medical Program (NMP), Vancouver Fraser Medical Program (VFMP), and the Southern Medical Program (SMP). Since expansion began in 2004, the UBC Faculty of Medicine, in partnership with the provincial government, academic partners University of Victoria, and the University of Northern British Columbia, and all six health authorities, has more than doubled, and distributed medical education across British Columbia.
The Admin Assistant, UGME reports to the Administrative Coordinator, UGME, supports the Associate Dean, UGME, and other senior faculty leaders within the UGME portfolio.
Provides administrative support to the Associate Dean, UGME, using tact, diplomacy, and discretion.
On behalf of the Associate Dean, UGME and other senior faculty leaders under the UGME portfolio, and working directly with staff across distributed sites, schedules meetings and appointments in coordination with their calendars and program activities. Identifies and communicates high priority requests and takes initiative in preventing and resolving all calendar/time conflicts.
Screens and prioritizes incoming calls and mail, exercising judgment as to whether matters require urgent attention and/or whether background information must be acquired immediately.
Arranges travel for the Associate Dean, UGME, including booking flights, accommodations, creating an itinerary, and processing of expenses.
Coordinates office administration procedures and provides including booking venues, preparing agendas, transcribing and composing meeting minutes, and compiling meeting packages and handouts. These meetings may take place in-person, remotely via video or teleconference, or online through SharePoint.
Responds to confidential and complex telephone, email, and in-person inquiries, and interacts with faculty members, staff, learners, and others in a professional manner on behalf of the Associate Dean, UGME, by phone, email, and in-person, consistent with the Faculty's Professional Standards document. These requests and interactions may require significant tact and diplomacy and/or contain sensitive information. Escalates unusual or highly complex requests to the appropriate individuals.
Composes complex correspondence, many of which are sensitive and confidential, from written materials and emails. Maintains and coordinates filing and bring forward systems.
Liaises internally with faculty and staff in the FoM Dean's Office, Departments, Schools and Centres frequently, and with UBC central offices less frequently.
Liaises externally with academic partners and BC health authorities. May liaise with other professional health organizations.
Performs financial duties such as producing invoices, credit card payments, processing expenses, travel requisitions, and travel reimbursements in line with their due dates.
Participates in the development of electronic information support systems, including mailing lists. Maintains these electronic information support systems to ensure that data is up-to-date and reflects the current stakeholders of the Office of UGME.
Responsible for the maintenance ofoffice supplies including ordering and purchasing, with authority specific to this purpose.
Participates in invigilation of mid term and end of term examinations.
May be required to act as back up on reception for short-term absences and vacations.
Performs other related duties as required.
Works independently under the general direction of the Administrative Coordinator, Office of UGME.
Consequence of Error/Judgement
The incumbent has access to sensitive and confidential information and must exercise a high degree of discretion on a daily basis. Errors in performance of duties could have significant impact on the effectiveness, image, and reputation of the Faculty of Medicine (FoM).
High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Relevant UBC experience preferred. Knowledge of UBC policies and practices is an asset. Ability to communicate effectively verbally and in writing.
Ability to deal effectively with a diversity of people.
Ability to maintain accuracy and attention to detail.
Ability to effectively use Microsoft applications at an intermediate level. (e.g., Outlook, MS Word, MS Excel, SharePoint).
Ability to use Internet applications and tools at an intermediate level. Strong ability to maintain electronic calendars, reconcile scheduling conflicts, and coordinate meetings and events appropriately.
Ability to compose and edit correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to take and transcribe minutes.
Ability to work effectively with minimal supervision.
Ability to gather, record, and organize information effectively. Ability to plan, schedule, and organize a variety of projects and/or events, often concurrently.
Strong organizational skills, with the ability to manage a full workload, and work under pressure to meet critical deadlines.
Ability to multi-task and prioritize effectively, and demonstrate flexibility when priorities change.
Ability to work with individuals in all levels of the organization, across the sites and in other organizations. Ability to analyze and problem solve with minimal guidance.
Ability to learn and adapt to new processes or systems.
Ability to exercise considerable judgment and take initiative on a daily basis.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to deal with a diverse group of people in a calm, courteous, professional, and effective manner.
Ability to exercise diplomacy, tact, discretion, and reliability. Ability to develop and maintain cooperative and productive working relationships.
Ability to work both independently, and participate as an effective member in a team environment.
Ability to efficiently and effectively coordinate tasks.
Ability to exercise initiative and judgment, exercise tact, and maintain confidentiality.
Ability to provide quality service to customers in a courteous, patient manner.
Ability to work effectively independently and in a team environment.
Ability to work in a confidential environment, and possess the ability to approach interactions with awareness of sensitive issues, and exercise sound judgment when resolving difficulties.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
As one of the leading company in Canada, University of British Columbia opens a variety of opportunities for employees to grow and make them as future leaders of the professional and disciplined. University of British Columbia also offers a dynamic work environment in order to encourage employees to contribute optimally, and at the same time is able to learn new skills and knowledge through the company program.
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