Posted Friday, February 2, 2024 at 8:00 AM

Position summary

Reporting to the registration manager, the administrative assistant is primarily responsible for medical student electives, visiting resident electives, fellow/trainee applications, podiatric surgeons' student elective applications, podiatric surgeon resident elective applications, clinical observer applications and renewals, coordination of Educational Apply, renewal and queries for UBC medical students, independent clinical experiences, and parental leave class changes and queries.

Duties and responsibilities

Duties include but are not limited to the following:

• process applications for new and renewing UBC medical students and residents, resident – clinical associates, electives, postgraduate fellows and trainees, and clinical observerships
  • coordinate the Educational Apply process for all new and renewing UBC medical students and residents
  • act as primary contact person for applicants, registrants, the undergraduate and postgraduate dean's offices
  • liaise with all internal stakeholders to plan and execute the annual application and renewal process
  • work with IT and the communications and public affairs department to update questionnaires, email notifications and reminder emails
  • engage with UBC stakeholders to obtain lists of new and renewing UBC medical students and standardize data before providing to IT
  • execute process improvements where possible and ensure all documentation is maintained, including the procedure manual
  • process received applications and renewals, take payments, issue receipts, process criminal record checks and ensure applicants meet the College's English language proficiency requirements
  • check reports and refer files to registration compliance when required
  • respond to all associated correspondence, emails and phone calls from applicants, registrants and third parties
  • ensure licence confirmation emails are sent and file paperwork
• process all podiatric surgeon student elective applications and podiatric surgeon resident elective applications, all clinical observer applications and renewals, and all independent visiting medical student applications, renewals and cancellations
  • be the primary contact person for applicants, registrants, third parties and College staff regarding requirements for licensure
  • review lists, check information and update database
  • process all applications, take payments, issue receipts, process criminal record checks and ensure applicants meet the College's English language proficiency requirements
  • process all associated correspondence, emails and phone calls from applicants, registrants and third parties
  • identify affirmative answers, check reports and submit files to registration compliance, where necessary
  • ensure licence confirmation emails are sent and file paperwork
  • maintain documentation linked to the applications including forms, fees, and web content
• parental leave duties
  • be the primary contact for all registrant queries
  • process all requests for parental leave in a timely manner
  • follow up with registrants scheduled to return from parental leave
• issue licences for registrants licensed for independent practice
  • upon receipt of approved file, complete quality assurance checks in iMIS
  • complete class change
  • generate new registrant letter, encrypt, and email a copy to the registrant
  • finalize and file paperwork
• lead and/or assist with special projects related to the educational team
• other related duties as required
  • provide administrative support to the registration department

Skills and qualifications

Required skills and qualifications include:

• post-secondary education with training in administrative practices or an equivalent combination of education and experience
• excellent attention to detail and a high level of accuracy
• a demonstrated high level of initiative, time management and organizational ability
• excellent communication skills, both written and verbal
• strong editing and proofreading skills
• ability to organize and set work priorities
• ability to work both independently and as a team member
• working knowledge of Microsoft Office applications
• ability to maintain a calm demeanor during busy or stressful times
• ability to exercise good judgement in recognizing the scope of authority and protecting confidential information is a must

The compensation range for this position is $46,421 - $47,320 per year per year.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you're excited about a career at the College but your past experience doesn't align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

The College is located on the unceded territory of the Coast Salish peoples, including the territories of the x ʷ m əθ kw ə y ̓ə m, Skwxwú7mesh, and S ə l ̓ ílw ə ta ʔ /Selilwitulh Nations.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you're excited about a career at the College but your past experience doesn't align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

The College is located on the unceded territory of the Coast Salish peoples, including the territories of the x ʷ m əθ kw ə y ̓ə m, Skwxwú7mesh, and S ə l ̓ ílw ə ta ʔ /Selilwitulh Nations.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

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