College of Physicians and Surgeons of British Columbia is Looking for Administrative Assistant Full Time

POSITION SUMMARY

Reporting to the executive director, registration or their delegate, the administrative assistant is primarily responsible for: 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 questionnaire, 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 payment, issue receipts, process criminal record check 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 payment, issue receipt, process criminal record check and ensure applicant meets 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 the following:

• 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 College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

How To Apply

All applications for this position must be submitted via this page.

Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below.

To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page.

Note: You must submit your resume online. Ensure you have your resume ready to attach.

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

The College welcomes all applicants and is dedicated to promoting a diverse, equitable and inclusive environment.