Regional Administrative Office (RAO) Program Assistant

Job Responsibility: Organizational Unit University of Victoria -> Division of Medical Sciences -> Island Medical Program Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 28 June 2024 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $4,551.00 - $4,720.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification Secretary/PB8 Hours of Work Monday - Friday, 8:30 am - 4:30 pm Employee Group: CUPE 951 - Regular # of Hires Needed 1 Category Administrative and Support Services About this Opportunity

***Please note that this position is located at the Nanaimo Regional General Hospital***

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• This position is eligible for a Hybrid Work Arrangement after successful completion of probation"

Job Summary

The Island Medical Program (as part of the University of British Columbia's Faculty of Medicine distributed medical education program) is delivered in collaboration with the University of Victoria, provides medical education training to more than 3,400 undergraduate, graduate, and postgraduate learners. The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. With the increasing number of learners on Vancouver Island, enhanced coordination between the undergraduate and the postgraduate administrative offices is required. A Regional Administrative Office (RAO) has been established to facilitate all medical education activities on Vancouver Island, and to ensure an efficient use of resources. Under the direction of the Regional Administrative Manager and RAO Administrator, the RAO Program Assistant will streamline, communicate and administer all onboarding functions and processes related to UG/PG MD medical learners (students/residents/educational staff). The RAO PA is also the primary point of contact and liaison for all internal and external stakeholders, including UBC Postgraduate Department Administrators/Program Directors, Undergraduate Elective Owners/Administrators, Preceptors, Visiting Students Office, Island Health (IMIT, Seccon Security, Learning Management System training, Electronic Health Records, Accounts Management) and various other stakeholders who contribute to onboarding and training. The RAO PA will be the liaison between new/existing medical students/residents and our academic partner, Island Health Authority (IH) for all learners who are placed to do programs and rotations at the Victoria-based clinical teaching hospitals/sites for the following learner groups:

• UBC Undergraduate Medical Students (Years 1 4: 128 students/year)
• Fourth Year Undergraduate Visiting Elective Students (UBC and Out of Province/Country: 350+/year)
• UBC Postgraduate Royal College Residents (approx.. 50/year)
• UBC Postgraduate Family Practice Residents (approx.. 50/year)
• Postgraduate Visiting Elective Residents (UBC and Out of Province/Country: 200+/year)

Educational Staff The RAO PA provides Year 3 & 4 Program support for the recruitment of preceptors and management of the selection menu of advanced clinical electives offered as senior clerkships in Nanaimo and other Affiliated Regional Centres, for clinical internal and external electives. This position also provides program support for facilities room booking support at NRGH. In addition, this role will provide administrative support to other PGME and/or UGME medical programs as required and other duties of similar scope and responsibility.

This position will be located in Nanaimo Regional General Hospital, Island Medical Program Educational Office. Occasionally, some work and travel may take place at other Vancouver Island educational sites.

Some after-hours work may occur periodically.

Job Requirements

Skills:

• Advanced proficiency with computer applications (i.e. MS-Office Suite, Adobe Create Suite, content management systems).
• Strong administrative skills and sound knowledge of office systems and procedures;
• Ability to provide clear, concise and complete oral and written information at a level appropriate to the audience while maintaining confidentiality;
• Work co-operatively within diverse teams, work groups and across educational sites, teaching hospitals and external stakeholders to achieve group and organizational goals;
• Ability to identify problems and situations, refer to applicable policies and guidelines, identify options and determine appropriate course of action;
• Strong interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as with the larger university sites, hospital authorities and external agencies;
• Ability to exercise independent judgment, tact, diplomacy and cultural sensitivity;
• Self-motivated with an ability to work effectively under pressure with minimal supervision;
• Consistent accuracy & attention to detail;
• Proficient in researching new information;
• Creativity, imagination and enthusiasm in meeting challenges;
• Ability to take initiative and improve processes where possible;
• Ability to learn and apply new software to improve efficiency and effectiveness of existing business processes;
• Ability to meet standards of confidentiality.
• Specialized Knowledge/Education:
• Secondary school graduation or equivalent

Experience:

• Minimum of three (3) years of recent experience providing administrative support to a busy office.

Related work experience should include:

• Work with large, complex administrative databases and data extraction and manipulation.
• Work with Excel spreadsheets.
• Administrative office duties including providing first-point-of contact support and customer service.
• Working with computer systems, programs and data files such as Learning Management Systems, SharePoint, and Adobe Pro.

Preference will be given to applicants with:

• Experience working with adult learners and faculty in an educational medical setting
• Experience with reception, room booking and facilities.
• Knowledge of university and/or health authority policies and procedures related to onboarding.

Territory Acknowledgement: We acknowledge and respect the L?k?????n (Songhees and Esquimalt) Peoples on whose territory the university stands, and the L?k?????n and WSÁNE? Peoples whose historical relationships with the land continue to this day.

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