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Staff – Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried – Clerk V
Job Title
Assistant, Reception/Facilities and Faculty Development
Department
UBCO | Reception and Facilities| Southern Medical Program | Faculty of Medicine
Compensation Range
3,570.00 – $4,098.00 CAD Monthly
Posting End Date
August 3, 2022
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.
This position has the option of a hybrid work arrangement
BACKGROUND
The Southern Medical Program (SMP) is one of four distributed undergraduate medical education programs within the University of British Columbia’s Faculty of Medicine. The program is delivered in partnership with the University of British Columbia (UBC), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Interior Health Authority (IH). The SMP delivers its education and training at five primary education sites at UBC Okanagan, Kelowna General Hospital, Vernon Jubilee Hospital, Royal Inland Hospital, and Kootenay Boundary Regional Hospital in addition to regional and community hospitals, community health centres, and family physician offices in 30 different communities.
The Faculty of Medicine Centre for Chronic Disease Prevention and Management (CCDPM) ) is also based within the Southern Medical Program within the Reichwald Health Science Centre. The CCDPM serves as a provincial leader for research excellence, knowledge translation and exchange in the urgent research field of chronic diseases.
JOB SUMMARY
Provides reception and facilities support at the Clinical Academic Campus (CAC) for the SMP. This position is the first point of professional contact for faculty, staff, students, visitors and the community in the area of reception, and facilities support. The position is the key support contact for complex videoconference and non-videoconference bookings and event coordination involving UBC, Interior Health and other organizations interested in using the FoM facilities at the CAC. This position also provides administrative support to the SMP Faculty Development Director and clerical support to the Medical undergraduate program associated with the SMP as needed.
ORGANIZATIONAL STATUS
Reports to the Research, Lab, and Facilities Manager (SMP). Works closely and collaboratively with the Faculty Development Director, faculty, staff, patient programs participants, logistics and technology staff (including Digital Solutions, Videoconference Service Desk and IMIT), representative of Interior health and facilities coordinators throughout the province. Interacts with senior officials and executives, both inside and outside the university and deals with sensitive, restricted and confidential matters.
WORKED PERFORMED
Reception Support
Answers phone, handles counter enquiries (in-person and written); greets faculty, staff, students, patient program participants, visitors, and community members; directs meeting participants to appropriate meeting rooms.
Petty cash custodian for CAC site. Processes petty cash payments, reconciling petty cash and submitting claims to replenish petty cash.
Monitors, organizes and orders office and educational supplies such as consumable clinical skills room supplies; water cooler and coffee machine supplies; stationary; maintains photocopiers and printers; photocopying and shredding of confidential materials.
Processes mail, couriers, deliveries and facsimiles.
Assists with IT and equipment work requests as needed.
Opens and secures reception gate daily.
Facilities & Room Bookings
With the Reichwald Health Sciences (RHS) reception/facilities assistant, provides room booking coordination and support for both video-conference and non-video conferenced facilities in the Faculty of Medicine space.
Maintains a thorough knowledge of the complex policies, procedures, guidelines, standards, protocols, work flows and systems used for booking of videoconference and non-videoconference facilities and services.
Provides efficiency and quality assurance for all facilities and services requests. This may include declining requests and suggesting alternatives where possible. Ensures facilities and services information is relayed effectively and accurately to all stakeholders including coordinators, service providers and technology staff. Escalates issues as appropriate.
Arranges training sessions for self-support users.
Liaises with housekeeping and building maintenance, and initiating service work orders as needed, to ensure all SMP facilities are in good operational condition at all times Liaises with Security to provide users access to facilities in the CAC and maintains an active list of users who have access to the facilities; assigning Chubb cards to new staff, faculty, students or visiting students.
Monitors the student on-call rooms and lockers at Kelowna General Hospital (KGH) and communicates with the different stakeholder groups. Is a point of contact for UBC FoM space in the KGH Centennial building.
Acts as point of contact for student room booking requests at CAC, including coordinating sign out of keys and coordinating linen requests if applicable.
Assists with monitoring and organizing the content within the CAC storage rooms and cabinets, coordinating with different stakeholder groups as needed.
Acts as a first point of contact regarding the CAC intercom equipment.
Faculty Development
Supports the coordination and logistics of Faculty Development activities, events, and meetings under the direction of the SMP Faculty Development Director. Includes development of invitation lists, registration, agendas, minutes, schedules, room bookings (AV equipment), catering, organizing and distributing learning materials, and reports.
Organizes travel arrangements as required.
Tracks Faculty Development training expenses pertaining to activities, events and meetings and reporting to the Faculty Development Director and SMP Administrative Director; 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.
Supports the administration of the Faculty of Medicine Awards through collaboration with the Clinical Faculty Coordinator, Communications Manager, Regional Associate Dean and Faculty Development Director.
Program Support
Assists program staff during peak times or absences and program project support at the direction of the Research, Lab, and Facilities Manager.
Assists with Clinical Skills session support at the direction of the Research, Lab, and Facilities Manger and under the guidance of Program Coordinators and Program Managers as needed. For example:
a) Helps to greet Patient Programs Participants and Tutors
b) Petty cash reimbursement for parking or other expenses where applicable
c) Assists with room set up and take down for Clinical Skills sessions
d) Monitors Personal Protective Equipment supplies and coordinates orders as and when needed
e) Supports catering and meeting logistics associated with sessions
Assists with coordinating aspects of SMP hosted events, conferences, retreats, meetings and symposia at internal and external venues. Preparing contracts for review, budgets, monitoring RSVPs, ordering catering per established policies and procedures, preparing expense claims, communications and logistics.
Participates in Objective Structured Clinical Examinations (OSCEs) for Years 1 through 4 of the SMP as required. May include coordination of catering.
Assists with the coordination of student activities at the CAC or RHS, for example: student registration; Transition into Clinical Experience (TICE), Year 3 orientation and Transition into Professional practice (TIPP).
Coordinates pre-clinical requirements for students, examples: N95 Fit-test mask fittings, white coat laundering.
Administers IH External User Access Agreement & Confidentiality forms (EUA) for all new staff and SMP students via IH’s Access Management Portal (AMP).
General Administrative Support
Attends meetings (often involve highly confidential) and provides administrative support by: take minutes support communication and distribution of materials to attendees and following up on action items as required.
Manages the records management system related to this position.
Maintains the Standard Operating Procedure (SOP) manual for this position.
Provides cover and support for the Assistant, Reception/Facilities at the Reichwald Health Sciences (RHS) Centre, UBC Okanagan Campus as required.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgment
UBC FoM uses a centralized room booking system “Resource Scheduler” as the operational platform, to efficiently and accurately manage facilities, and time-sensitive information for the delivery of curriculum sessions. Errors in booking facilities and services could have a negative impact on the delivery of curricular lectures, and non-curricular sessions such as academic rounds and administrative meetings. Errors can also have an adverse reaction from faculty, staff, students, event coordinators, and external organizations.
Requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have a negative impact on the SMP and the University.
Supervision Received
Works independently under the general direction and supervision of the Research, Lab, and Facilities Manager (SMP).
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 Research, Lab, and Facilities Manager.
Supervision Given
Explains work procedures and provides direction to new and temporary staff members.
Education/Work Experience
High school graduation and two years of post-secondary education. Training in office procedures and practices. Over two years of related experience or the equivalent combination of education and experience. Relevant UBC experience preferred. Computer experience required (intermediate to advanced level in Word, Excel, Access and Outlook). Experience with SharePoint and databases preferred. Superior skills in verbal and written communication, interpersonal and organizational skills. Ability to use tact, courtesy and diplomacy when handling sensitive issues. Ability to negotiate, problem solve and exercise good judgment on a daily basis. Ability to prioritize work, multi-task and meet constant deadlines. Ability to maintain accuracy and attention to detail. Ability to work both independently and within a complex team environment. Ability to work in a fast paced environment that is constantly changing and in a state of ambiguity. Ability to be patient, flexible, adaptable, creative and innovative.
Performance Competencies and Criteria
Ability to take and transcribe minutes.
Comfortable learning new technologies.
Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems preferred.
Superior knowledge of file and records classification systems and processes.
Ability to work after regular hours and weekends as required.
Ability to travel between sites (RHS and CAC) as required.
