Administrative Support 3

Administrative Support 3

This position provides 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 provide administrative and clinical support the Developmental Pediatrics Medical Leads and physicians.

Work Performed

Division Admin

· Provides admin support and clinical support for Dev Peds Medical Leads and physicians (excluding Senior Medical Director and Division Head).

· Works with PHSA Administrative Manager to collate information for Foundation reports etc., as required.

· Prepares biweekly Petal MD submissions to capture Physicians time for payroll.

· Organizes in-person and virtual meetings for Medical Leads and physicians with Internal staff and external agencies

· Coordinates travel and accommodation for Division physicians attending Outreach Clinics

· Maintains Vacation and Conference schedule for Physicians and Residents, and Fellows, and notifies physicians of balances at year end.

· Prepares Vacation Carryovers for DoP approval

PHSA Clinical

· Coordinates clinic schedules for absences (ie Notifies Booking when physicians are away or switches clinics)

· Develops Acute Rehab Unit physician schedules.

Finances

· Coordinates Outreach Clinic expense claims for physicians for both PHSA, and Provincial Northern & Isolation Travel Assistance Outreach Program (NITAOP) claims

· Follows up when NITAOP and/or PHSA claims are not paid to physicians and vendors

· Coordinates PHSA claims for Prof Expense Allowance (PEA) funds for salaried physicians and monitors fiscal allowance.

· Coordinates PHSA claims for Education Funds (ie KDZ 12308)

· Coordinates UBC Workday claims from DoP Education Funds, request necessary delegate access and maintain current signing authorities

· Coordinate UBC Workday Professional Developmental Accounts for UBC Professors (2)

· Coordinates with DoP Finance any discrepancies, questions related to DoP PEA accounts

· Has signing authority to order supplies

· Coordinates Out of Province Travel Authorization for physicians

Office Coordination for the Division

· Trouble-shoots office issues and resolves issues as they arise

· Maintains office equipment

· Provides coverage for vacation and sick leave for Education Program Assistant, and Dev Peds Admin Assistant.

Consequence of Error/Judgement

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 supervision of the Developmental Pediatrics Administrative Coordinator and is required to make independent decisions using judgment based on knowledge of clinic operations, and policies and procedures.

Supervision Given Is not required to supervise, may explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year 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.