Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Salaried - Support Services Assistant I

Job Title Finance and Administrative Assistant, Education and Research

Department UBCO | Finance and Human Resources Support | Southern Medical Program | Faculty of Medicine

Compensation Range $4,258.00 - $4,878.00 CAD Monthly

Posting End Date July 25, 2023

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

Job End Date

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.



Background

The Southern Medical Program (SMP) is one of four distributed undergraduate medical education programs within The University of British Columbia\xe2\x80\x99s (UBC) Faculty of Medicine (FoM). This innovative, distributed program is an expansion of the UBC medical program to University of Northern British Columbia (UNBC), University of Victoria (UVic) and both UBC Vancouver and Okanagan campuses. Students are admitted to each of the four programs every year: the Island Medical Program (IMP) at UVic, the Northern Medical Program (NMP) at UNBC, and at UBC, the Vancouver Fraser Medical Program (VFMP) and the Southern Medical Program (SMP) at the UBC Okanagan campus. All students will receive their medical degrees from UBC.

The Centre for Chronic Disease Prevention and Management (CCDPM) based within the SMP at UBC Okanagan serves as a provincial leader for research excellence, knowledge translation and exchange in the urgent research field of chronic diseases. The CCDPM focuses on three primary research areas, with prevention and self-management as the crosscutting themes: (1) diabetes and obesity; (2) cardiovascular and cardiopulmonary diseases; (3) neurological disorders. In addition to research focused on prevention, the CCDPM will advance medical care, knowledge, health behaviours, and resources to improve self-management of these conditions.

Job Summary

The position supports financial and administrative tasks related to medical education and research through the Interior. To effectively perform these tasks, this position must be able to clearly communicate with internal and external members, maintain complete and accurate records, and ensure compliance with existing university policies.

The program is involved in continuous quality improvement and therefore duties may be added or removed as operational requirements are developed and refined.

Organizational Status

Supervised by the Financial Officer. Communicates and works effectively with faculty, staff and students, individuals and departments throughout the University of British Columbia Vancouver and Okanagan campuses and its communities, as well as with representatives of Health Authorities. Liaises with representatives of other external organizations as required.

Work Performed

Provides financial and human resource related support for education and research delivery:

• Under the direction and review of the Financial Coordinator, assists with preparation of financial documents for approval and authorization, data entry and/or perform data entry of financial documents or transactions, and following up on errors or missing supporting documentation.
• Addresses queries related to CCDPM Principle Investigators (PIs) research funds and provides guidance according to UBC Financial Policies and Procedures related to research activity.
• Initiates and completes tasks related to recruitment and onboarding/offboarding of staff and student hires, with direction of CCDPM researchers, grant managers and education managers and in compliance with UBC systems and policies.
• Supports the preparation and processing of payment documents for appointments (example: clinical faculty and adjuncts) and contractors (example: Discipline Specific Site Leaders (DSSLs and Standardized Patients) ensuring that appropriate invoicing and systems are used.
• Corresponds with individuals to obtain and cross-check business and payment information while following all UBC Financial Policies and Procedures related to payments.
• Assists with run of consolidated teaching reports and statements of activity related to teaching payments.
• Responds to written, oral and in-person enquiries relating to teaching payments.
• Assists with completion of appropriate documentation on purchasing requirements for obtaining quotes and purchase orders for review by the Financial Coordinator.
• Participates in meetings when financial materials are discussed as required.
• Organizes, maintains, files, and archives all financial documents for audit compliance.

Supports Clinical Faculty Appointments, Reappointments, and Promotions processes:

• Provides guidance and assistance to individuals seeking appointment, reappointment and/or promotion in conjunction with the SMP Clinical Faculty Coordinator and HR administrative staff for each FoM Department.
• Supports the Faculty of Medicine departmental administrative assistants as it relates to the processing of all required documentation in their Faculty of Medicine departmental portfolios.
• Works closely with the SMP Finance Team to determine eligibility for payment according to FoM compensation terms
• Maintains the SMP\xe2\x80\x99s Teaching Tracking database. Includes all instructors, preceptors, mentors and others who interact with students. Deals with confidential and highly sensitive information.
• Responsible for the extraction of data from UBC and SMP systems and tools to create reports as requested for use by the Regional Associate Dean (RAD) and SMP Leadership, to assist with ongoing Clinical Faculty recruitment and recognition initiatives.
• Supports the non-CFA appointments (example: Adjuncts) and re-appointments as needed; through discussion with the SMP Clinical Faculty Coordinator and Faculty of Medicine HR administrative contacts
• Works closely with colleagues to ensure appointment and payment processes are aligned within UBC and FoM Systems

Coordinates Faculty Development activities:

• Coordinates logistics and supports Faculty Development activities, events, and meetings under the direction of the SMP Faculty Development Director through the Interior sites. Includes development of invitation lists, registration, agendas, minutes, schedules, room bookings (AV equipment), catering, organizing and distributing learning materials, reports, producing and distribution of associated certification.
• Monitors and tracks Faculty Development training expenses pertaining to activities, events and meetings and reporting to the Faculty Development Director and Financial Officer; ensuring payments are made as per policies and procedures.
• Maintains database records: producing reports as required by the Faculty Development Director, Regional Associate Dean and Administrative Director (e.g., summary evaluation report for major faculty development initiatives).
• Produces certificates, and ensures liaison with UBC Faculty of Medicine Faculty Development Office and UBC Continuing Professional Development Office regarding faculty development activity.
• Coordinates the SMP Student Awards packages and adjudication meetings and communication to group members with guidance from the Faculty development Director and Faculty of Medicine members.
• Supports the administration of the Faculty of Medicine Teaching Awards through collaboration with the Clinical Faculty Coordinator, Communications Manager, Regional Associate Dean and Faculty Development Director.

General administrative support:

• Maintains the document tracking staff computer assets and the schedule of renewal for those assets.
• Provides operational support as requested for other SMP program staff as required under the guidance of Program Coordinators and Program Managers as requested.

• Helps to greet Patient Programs Participants, tutors and students
• Room set up and take down for curricular sessions
• Prepares print material packages for SMP tutors
• Student orientation activities

• Participates in the delivery of student examinations including Objective Structures Clinical Examinations (OSCEs) and invigilation of student written exams.
• Coordinates travel arrangements and/or reimbursement for faculty and staff, as required.
• Provides reception relief at the Reichwald Health Sciences Centre (RHS) and the Clinical Academic Campus (CAC) as needed.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of error

Must be able to work independently and set priorities. The impact of error in this position is high as incumbent is dealing with confidential material. Errors could have a negative impact on the Dean\xe2\x80\x99s Office and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Requires a high-level of attention to detail, judgment, tact, discretion and initiative to an outstanding degree.

Supervision received

Supervised by the Financial Officer. Works closely with, and takes direction from the Financial Coordinator and Clinical Faculty Coordinator.

The incumbent is expected to work with minimal level of supervision. Tasks are governed generally by broad instructions, objectives and policies, usually involving frequently changing conditions and priorities. Exercises independent judgment in selecting and interpreting information; unusual issues deemed outside of policy are brought to the attention of the Financial Officer.

Supervision given

None. Explains work procedures and provides direction to new and temporary staff members.

Education/Work Experience

High school graduation and two years\xe2\x80\x99 post-secondary diploma. Three years\xe2\x80\x99 related experience or the equivalent combination of education and experience. Demonstrated accounting/booking support preferred. An understanding of the university and/or health authority environments is preferred. Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems is preferred.

Core Competencies and Criteria

• Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment.
• Must have excellent problem-solving skills and the ability to navigate in the changing landscape of medical education.
• Ability to arrive at creative solutions to complex problems and take initiative to improve processes where possible.
• Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality.
• Must have advanced skills in Microsoft Office programs, including Word, Excel, PowerPoint, Outlook, MS Teams and Sharepoint.
• Demonstrated ability to prioritize work (gathering, recording and organizing information), multi-task, work under pressure and meet deadlines. Attention to high-level detail required.
• Superior skills in verbal and written communication.,
• Ability to work independently, but also function collegially within a close team-working environment.
• Ability to take and transcribe minutes.
• Comfortable learning new technologies.
• Superior knowledge of file and records classification systems and processes.
• Ability to work after regular hours and weekends as required.

University of British Columbia