Administrative Coordinator - Developmental Pediatrics

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

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This offer is conditional upon successful completion of a Criminal Record Check.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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 position provides senior level administration support (Academic and Clinical) to the division of Developmental Pediatrics at Sunny Hill Health Centre at BC Children's Hospital. This position works independently under minimum supervision and is required to make independent decisions using judgment based on knowledge of academic principles and processes at UBC and clinical operations and processes at PHSA.

This position works in the office of the Division of Developmental Pediatrics at BC Children's Hospital. Work space consists of a secretarial desk and computer with adjustable chair in an open office space.

ORGANIZATIONAL STATUS

Interacts with department faculty, staff and trainees at all levels. Key role is to support the Division Head of Developmental Pediatrics and collaborate with the administration support for the Senior Medical Director of Child and Rehabilitation. Ensuring also excellent communication, budgetary monitoring and coordination of the Sunny Hill Foundation dollars that relate to the Division of Developmental Pediatrics and our research initiatives.

WORK PERFORMED

Division Admin
- Provides senior administrative support and clinical support for Head of the Division of Developmental Pediatrics; such as preparing agendas and presentation material, taking and transcribing minutes, and making arrangements for clinical faculty functions.
- Processes documentation and arranges interviews for recruitment of faculty for the Division.
- Coordinates travel and accommodation for Division physicians attending conferences and outreach clinics.
- Maintains electronic schedule for the Head. Books all appointments and meetings as required and can prioritize key meetings to schedule or delay.
- Liaises with external organizations regarding issues such as sponsorship, fundraising, arranging guest speakers, and coordinating workshops, or special events.
- Manages physician's MSP billing and maintains all related records.
- Creates, amalgamates & coordinates monthly on call schedule for physician, fellows and residents.
- Coordinates annual faculty evaluations.

-Organizes new hires with all related licenses, appointments, training and initial meetings.

-Works closely with Division Administration Education Coordinator and can assist in their absence with all scheduling and educational activities such as CME/Evaluations/Coordination.

PHSA Clinical Administration
- Ensures Division and Clinical operations are in line with PHSA policies and operations.
- Ensures that the workforce planning tool is up to date as new hires or leaves occur.
- Coordinates divisional orientation for new staff, faculty and trainees at all levels in collaboration with key program managers.
- Responds to non-routine clinical and patient enquires.
- Addresses clinic and patient booking issues in case of MD absence or change.
- Coordinates clinic schedules for absences.

Finances
- Monitors budgets that relate to Developmental Pediatrics, CyDis RI and Foundation accounts with quarterly summaries and reviews with the Division Head and Senior Medical Director.

- Oversees clinical, departmental and research finances of the Division and subsequent transactions.
- Coordinates payments to vendors, deposit of cheques, and transfer of funds between accounts.
- Has signing authority to order equipment or supplies, and create purchase orders for Division.

Office Coordination for the Division:
- Liaises with various departments of C&W, BCCHRI, UBC.
- Trouble-shoots office issues and resolves issues as they arise.
- Coordinates purchase orders required for specific vendors.
- Coordinates purchase and repair of equipment.
- Maintains office equipment and coordinates upgrades when required.
- Initiates IT requests, photo ID requests, and coordinate access for new staff.
- Liaise with maintenance, housekeeping and procurement departments.
- Ensures that the Divisional activities functions smoothly and efficiently.
- Provides coverage for vacation/sick leave of other secretary.
- Other secretarial and administrative duties as assigned by Division Head.

CONSEQUENCE OF ERROR

Requires planning and prioritization of duties. Inability to meet deadlines would result in lack of documentation for meetings and conferences. Errors in administrative duties may have a financial impact on the division. This position works with the public, and poor communication may impact on the division's credibility. Confidentiality of information, both verbal and written is a must for patient care and physicians.

SUPERVISION RECEIVED

Reports to the Division Head Developmental Pediatrics. Works independently under minimum supervision by the Head of the Division and is required to make independent decisions using judgment based on knowledge of clinic operations, and policies and procedures.

SUPERVISION GIVEN

May train new or inexperienced staff or explain work procedures to physicians and residents. Liaises with other clinic secretaries and staff.

Minimum Qualifications

High school graduation, plus two years of post secondary education, plus four 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

• Ability to perform word processing at 65+ words per minute. Requires word processing/computer experience Word, PowerPoint, Excel, Access, Outlook and Internet.

• Knowledge of medical terminology is an asset.

• Provides effective oral and written communication.

• Strong interpersonal skills, as well as, organizational skills are essential.

• Ability to maintain accuracy, strong attention to detail, exercise initiative, judgment, tact, discretion, diplomacy, and confidentiality.

• Works independently and within a team environment.

• Demonstrate effective problem-solving skills.