Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 3 (Gr6)
Administrative Assistant to Head & IMH Director
Faculty of Medicine
Desired Start Date:
The Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 800 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.
This position provides confidential and complex administrative and secretarial support to the Department Head, theDirector of Institute of Mental Health (IMH) and the Director of the Mood Disorders Program in the Department of Psychiatry. The incumbent will be responsible for managing all aspects of the Department Head's, the IMH Director's and the Mood Disorders Program Director's intensive and demanding calendar including the scheduling of meetings and appointments from individual to large group and committee meetings; arranging for phone or teleconferencing calls; booking of travel arrangements; organizing catering arrangements. The incumbent will be expected to maintain paper and electronic files; manage and disseminate information; draft correspondence; take minutes; and provide administrative support to the Department Head, IMH Director, the Mood Disorders Program Director and the Department Executive Team as required, including organizing and setting up Departmental events, making catering arrangements. This position acts as the first point of contact for the Mood Disorders program and provides support to the Program members as required
The incumbent will be expected to accommodate requests to meet with the Department Head, theIMH Director and the Mood Disorders Program Director, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the Head's , the IMH Director's and the Mood Disorders program priorities and decide which inquiries, requests and problems to handle on own initiative and/or to redirect.
This position requires thorough knowledge of the activities of the Department Head, IMH Director, and the Mood Disorders program in the Department of Psychiatry, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively.
As a member of the Department of Psychiatry administrative team, this position reports to the Director of Administration and receives daily work directions from the Department Head, theIMH Director and the Mood Disorders program Director. Work direction for new projects and initiatives is provided by the Department Head, IMH Director, the Mood Disorders program Director and/or Director of Administration.
The incumbent will liaise with internal UBC units as well as BC Health Authorities and external organizations.
This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.
Administrative Support to Department Head and IMH Director
- Acts as personal and confidential administrative assistant to the Department Head and IMH Director.
- Schedules numerous appointments and meetings using Microsoft Outlook, books rooms and arranges catering as required; screens requests for appointments; arranges phone and teleconference calls; adapts appropriately to changing requirements and needs in regard to scheduling details.
- Screens and deals with a high volume of requests for meetings with the Department Head andIMH Director; exercises tact and discretion in prioritizing requests for complex and sensitive situations; determines which matters require urgent attention and responds appropriately or refers to the Department Head andIMH Director and/or the Director of Administration as necessary.
- Triages, redirects, and tracks the Department Head's and IMH Director's incoming and outgoing paper and electronic mail.
- Uses diplomacy, persuasiveness and tact in dealing with members of the Department, senior government, University, and Health Authority officials, donors, students and the general public.
- Required to maintain regular communication with the Department Head andIMH Director to ensure the calendar is up to date and aware of all items; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations, while keeping the Department Head and IMH Director informed.
- Responds to e-mail, telephone and in-person inquiries from Department members, Faculty of Medicine, other UBC units, health authorities and the general public relating to both the Department Head's schedule and inquiries, either general or complex in nature; communicate, on behalf of the Department Head and IMH Director, with Hospital Directors, Division Heads, Chairs and academic representatives, other departments and hospital administration as appropriate.
- Prepares, drafts and transcribes correspondence, reports and other documents, from handwritten materials, brief oral instructions or notes, tapes, and/or e-mails; deals with sensitive and confidential information; must exercise tact and discretion.
- Takes minutes and distributes minutes, prepares and distributes meeting agendas for the monthly Department's meetings; maintains meeting files; coordinates, assembles and maintains a "bring forward" system to follow up on correspondence, meetings, deadlines, etc.
- Maintains a booking schedule for the Department Head's conference room.
- Compiles and distributes the Department's weekly electronic Communication Bulletin - gathers and screens information to be posted on the Department's website, as well as distributes information to the appropriate email distribution list; responsible for posting and updating contents on Department's website.
- Arranges for alternative signatories in the Department Head's absence.
- Organizes Departmental events such as Annual Research Day, Annual Clinical Faculty Meeting and Dinner, Annual Festive Celebration; Research Day events duties include ensuring students submit abstracts, writing and printing event programs, timely booking and securing of appropriate event venue, liaising with hosting facilities, obtaining and providing numbers for catering, acting as greeter and providing "concierge" services at the event, supervising voting for presenter awards, sending solicitations and thank you letters to donors, providing and supervising AV equipment and post-event clean up.
- Provides administrative support to the IMH; coordinates the IMH Fellowship & Scholar Program funding applications; arranges and organizes meetings, phone and teleconference calls for IMH Director, IMH's committees and boards; prepares and distributes letters, documents, reports, etc. to IMH's committees and boards and other stakeholders; works with Director of Administration to ensure appropriate, effective and efficient action is undertaken and implements appropriate administrative actions to implement outcomes of funding applications.
- Handles requests for information and data for specific projects, and tracks through to completion; creates and maintains databases and directories.
- Reception relief as required.
- Performs other related tasks.
Administrative Support to Mood Disorders Program
- Acts as the primary contact for the Mood Disorders Program
- Provides confidential administrative support to Faculty members and Mood Disorders Program Directors, schedules and coordinates appointments, meetings and speaking engagements; updates and maintains various CMS program websites and group contact lists (email, mail, telephone).
- Screens and prioritizes incoming materials and calls for the Mood Disorders Program Director, refers inquiries to appropriate person as needed.
- Coordinates committee, research group meetings, events and conferences, includes booking room/venue, equipment, catering and distributing internal communication and information
- Assists with orientation of new residents, fellow, students and staff in the Mood Disorders Program
- Prepares notes, takes, transcribes and edits minutes; transcribes clinical notes; prepares routine documents including correspondence, reports, presentations; power point slides and posters as needed.
- Liaises with Industry representatives per Mood Disorders Program Director request, on issues relating to Continuing Medical Education, Research Rounds, funding opportunities and products.
- Completes travel claims and other expenses reimbursement incurred by the Mood Disorders Program Director; reconciles research grant accounts .
- Prepares and processes sessional and online billings.
- Orders office supplies for Mood Disorders Program, maintains Mood Disorders Program files
- Performs other related duties and tasks as required
This position reports to the Director of Administration and receives daily work directions from the Department Head, the IMH Director and the Mood Disorder Program Director. Performs familiar duties independently and in accordance with established procedures. Refers complex and unusual problems to Director of Administration.
None. May allocate work to and train Work-Study students and temporary staff as needed, or provide orientation to new staff.
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations, personnel questions, etc. Errors could have a negative impact on the Department and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.
High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Experience with videoconferencing and teleconferencing an asset. Relevant UBC experience preferred; knowledge of UBC Policies and Procedures preferred. Experience with SharePoint preferred. Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Must have exceptional ability to manage Outlook and related electronic platforms (Qualtrics, Doodle polls). - Ability to use internet applications and tools at an intermediate level.
- Ability to type 60 wpm and operate a normal range of office equipment.
- Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.
- Ability to take and transcribe minutes.
- Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
- Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
- Highly effective verbal and written communication skills.
- Ability to politely screen calls and direct as appropriate.
- Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
- Ability to gather, record and organize information.
- Ability to exercise tact and discretion with confidential matters.
- Ability to exercise sound judgment.
- Highly effective interpersonal and organizational skills.
- Ability to deal with a diverse group of people in a calm, courteous and effective manner.
- Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
- Ability to develop and maintain cooperative and productive working relationships. Add
- Ability to work independently and to exercise considerable judgment and discretion on a daily basis.
- Ability to be thorough and maintain accuracy and high level of attention to detail.
- Ability to work both independently and participate as an effective member in a team environment.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.