Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Salaried - Support Services Assistant II

Job Title Administrative Assistant

Department UBCO | Program Administration | Clinic, Counselling & Campus Wellness

Compensation Range $4,558.00 - $5,228.00 CAD Monthly

Posting End Date September 19, 2023

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

Job End Date Mar 31, 2024

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 a client-centered inter-professional model of care and in accordance with the vision and values of Wellbeing and Accessibility Services and the AVP Students portfolio, this position is part of a team providing a full range of services and programs in support of student health, counselling, spirituality and multifaith, disability resources centre and campus wellness.

Duties of the position include front-desk reception functions, as well as clerical support to the Health Clinic, Counselling Services, Disability Resource Centre, Spirituality and Multifaith, and Student Wellness and Education departments. Support to the Wellbeing and Accessibility Services by assisting the Manager Administrative Services with human resources and financial duties that range from routine to complex and include maintaining confidential health records, correspondence and communications.

Organizational Status
This position reports to the Manager, Administrative Services, Wellbeing and Accessibility Services. This position works collaboratively with other Wellbeing and Accessibility Services employees, and UBC departments such as Human Resources, Finance, Facilities, and Information Technology Services. This position works closely with the Manager to ensure effective day-to-day functioning of the Disability Resource Centre, Counselling Services, Health Clinic, Campus Wellness and Education, and Spirituality and Multifaith departments.

Work Performed

Provides customer service and reception:

• Maintains a welcoming environment for students in a manner that is respectful and sensitive to a culturally diverse student population. Assesses requests for appointments, determines the urgency of requests, and (as needed) supports students until clinical staff or chaplains arrive.
• Works closely with practitioners/clinicians to manage a smooth flow of students through Wellbeing and Accessibility Services.
• Schedules in-person and virtual student appointments for Counselling services.
• Schedules bookings for Spiritual and Multifaith prayer spaces on campus, and assists students in contacting multi-faith chaplains.
• Provides reception coverage as needed for the Health Clinic.
• Provides timely service to students with minimal supervision adjusting to high and lower volume periods.
• Liaises with clinical offices, specialists (e.g. psychiatrists), and health agencies in the community as needed, to coordinate client appointments in the community.
• Verifies student registration status and health insurance status using established computerized database systems.
• Responds to requests for records and information in accordance with established
• standards and guidelines. Handles all information and records with a high degree of confidentiality.
• Responds to general phone and email queries.
• Receives and distributes all incoming mail for Student Wellness.
• Supports Wellbeing and Accessibility Services practitioners/clinicians with daily administrative needs and ensures they are met.
• Maintains serenity space to ensure it is kept tidy and clean.

Assists the Manager with health clinic and counseling services financial transactions:

• Reviews client medical forms for completion (e.g., Insurance Companies, 3rd Party Medicals, etc.).
• Prepares and mails invoices for client and private insurance company accounts.
• Provides follow up and cost recovery of outstanding accounts.
• Processes receipts for incoming payments by cash, cheques and electronic transactions related to the health clinic and counselling services.
• Processes financial transactions including, deposits, invoicing, purchase requisitions, purchase orders
• Monitors and tracks expenditures and revenues throughout the year, produces financial reports as needed.
• Analyzes financial information flow and work processes to identify efficiencies and implement improvements.
• Submits expense reports and reconciling visa submissions.
• Monitors student employee work hours to ensure compliance with multiple programs\xe2\x80\x99 criteria for permissible hours worked.
• Supports development of grant and contract proposals.
• Responding to verbal and written client billing inquiries.

Assists the Manager with Human Resource transactions:

• Initiates HR processes in Workday.
• Assists with the process of hiring student staff.
• Provides coverage for Manager HR responsibilities when the Manager is away
• Requests Salto access for staff as needed.

Assists the Manager with administrative support for Student Wellness to ensures effective day-to-day functioning of offices:

• Establishes and coordinates office administrative procedures as needed, for Wellbeing and Accessibility Services.
• Ensures the maintenance of Wellbeing and Accessibility inventories and manages office supplies.
• Creates and maintains office filing systems and archives.
• Coordinates and develops semester and annual utilization reports for Wellbeing and Accessibility Services units as required.
• Drafts and disseminates official communications to clients on behalf of the department (e.g. changes to service hours)
• Sets up department meetings and conference calls, coordinates IT, room set-up, prepares and distributes meeting agendas and minutes, maintains attendance lists.
• Provides special event support with room bookings, catering orders, IT and/or Facilities requests.
• Liaises with internal departments and personnel when required.
• Manages IT and Facilities work orders, inputting and processing in a timely manner.
• Ensures the maintenance and updating of office equipment, including computers, telephone, copiers and other equipment with direction from the Manager.
• Maintains updates for Wellbeing and Accessibility Services Website.
• Co-ordinates training sessions for electronic health record
• Performs other related duties as required.

Consequence of Error/Judgement
All information must be accurate, handled confidentially, and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize students\xe2\x80\x99 wellbeing, and result in increased risk to the University. Errors or incorrect decisions could result in direct costs, lost opportunities, delays for students and staff. Damage to the unit s and to the University s reputation may occur if the incumbent does not deal tactfully and helpfully with students, parents, faculty members and others. This work requires a high level of diplomacy, confidentiality, and an understanding of the student wellness and services environment.

Supervision Received
Works cooperatively in a team environment under the general supervision of the Manager. Sets priorities and performs most duties independently, occasionally consulting the Manager with reference to new or complex problems, discrepancies and office issues.

Supervision Given
This position is not responsible for supervision of any staff.

Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• High school graduation plus a minimum of two (2) years post-secondary education and training, which includes completion of Medical Office Assistant course at a recognized institute or alternatively a combination of training and related experience.
• A minimum of three (3) years related experience in a health care office or clinic with a knowledge of medical terminology.
• Intermediate level proficiency in word processing, spreadsheet, database, scheduling, electronic health records and electronic mail applications.
• Proven ability to complete tasks under pressure with frequent interruptions, be flexible, prioritize work and meet deadlines.
• Demonstrated ability to exercise good judgment, tact and discretion when handling sensitive and/or confidential matters.
• Ability to compose routine correspondence using clear, concise business language, maintaining accuracy and attention to detail.
• Ability to work effectively independently and in a team environment.

University of British Columbia