Administrative Assistant
University of British Columbia View all jobs
- Vancouver, BC
- $4,449-4,676 per month
- Permanent
- Full-time
To provide clerical and administrative support for Dr. Robin Hsiung’s research program, including supporting the finance and HR aspects of the research group.Organizational Status
Reports to and is supervised by the Principal Investigator (Dr. R. Hsiung). This position also works closely with the staff members of the research program, as well as assisting all members of the laboratory on administrative matters. As part of these administrative responsibilities, this position works closely with the Faculty of Medicine (FoM) Finance and Department of Medicine (DoM) Human Resources for administrative matters related to members of the research team and trainees. This position also assists in setting up meetings for the Principal Investigator.Work Performed
- Coordinates scheduling and meeting bookings for supervisor.
- Responsible for scheduling supervisor’s teaching schedule and recording of academic activities.
- Coordinates patient and research appointments including new referrals.
- Schedules research participant appointments and maintains electronic and office files.
- Proofreads electronic transcriptions of various correspondence and legal documents.
- Screens, answers, redirects, and prioritizes incoming telephone or email queries and materials.
- Monitors and coordinates Clinical Fellow applications, including temporary licensure with BC College of Physicians and Surgeons and immigration documentation for foreign applicants.-Coordinates staff appointments and reappointments for the research team, including gathering and compiling all required documentation to DoM HR for processing.
- Maintains UBC CV and common CV for supervisor.
- Coordinates supervisor signature on documents.
- Assists with collating grant applications, reviews mail packages for completeness, and prepares packages for shipment.
- Maintains records for research grants including account information and grant summary. Provides updates and flags abnormalities to Research Coordinators and Assistants.- Maintains and updates research program database information.
- Attends and takes minutes of weekly research meeting and distributes to Research Coordinators
- Communicates with other clinical offices, departments and units to coordinate research patients’ appointments and testing
- Acts as the clinical fellows/graduate students’ resource person, including independently redirects and/or resolves fellowship inquiries, obtains ID, room access, login password, etc.
- Assists with the orientation of clinical fellows and graduate students, which includes access requests for databases, office, and workspace
- Provides administrative support to clinical fellows and graduate students’ application and advise them of procedures
- Assists with weekly financial summary, prepares and/or performs data entry or financial records by recording into word processing and spreadsheet software
- Assists with collation of financial information of each grant and report preparation of various grants and research accounts
- Performs other duties to assist the principal investigator’s research program as requiredConsequence of Error/Judgement
Errors can result in providing incorrect information to fellows and collaborators and poor relations with external individuals and agencies. Must be able to exercise judgment and some degree of independence.Supervision Received
Works under administrative direction consistent with goals, objectives, policies and procedures. Performs the majority of duties independently, consults with supervisor with reference to new or complex problems.Supervision Given
None.Minimum Qualifications
High school graduation, plus one year of post secondary education, plus completion of a Medical or Dental Office Assistant program (including terminology), plus three 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 inclusionPreferred QualificationsAbility to understand conversational Cantonese (a large number of Dr Hsiung’s research program participants are Cantonese speaking); Mandarin comprehension is also an asset.Effective oral and written communication, interpersonal and organizational skills.Proficiency in transcription and to operate normal range of office computer programs and equipment is needed, with intermediate level including MS Word, Powerpoint, and Excel are required.Familiarity with privacy regulations such as Hospital and BC College of Physicians & Surgeons, PCIS and WebDI preferred.Knowledge of billings and medical record maintenance with PLEXIA or previous experience with other electronic medical systems is essential.Ability to maintain accuracy, attention to detail, problem solving, prioritize work and meet deadlines. Ability to work independently and as member of a team.Ability to exercise judgment, tact and discretion in dealing with confidential and sensitive issues in patient care is required.Ability to work under pressure and stressful situations.