Program Assistant

University of Victoria; Victoria; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Program Assistant to support their administrative team at a prestigious medical program. This role involves a variety of clerical and secretarial tasks, including curriculum planning, student assessment support, and maintaining clinical facilities. The ideal candidate will thrive in a diverse and inclusive environment, showcasing strong time management and problem-solving skills. With responsibilities that include managing sensitive information and effective communication with various stakeholders, this position offers an exciting opportunity to contribute to a vital healthcare education initiative. If you are detail-oriented and passionate about supporting educational programs, this role is perfect for you.

Qualifications

• 2 years of experience in a comparable administrative role.
• Ability to manage confidential information with discretion.

Responsibilities

• Provide clerical support and assist with curriculum planning and delivery.
• Maintain Clinical Skills facilities and manage inventory levels.

Skills

Diversity and Inclusion

Time Management

Problem Solving

Effective Communication

Business Communication

Confidential Information Management

Computer Proficiency

Learning New Technologies

Medical Terminology

Education

Secondary School Diploma

Tools

MS-Office Suite

Adobe Create Suite

Content Management Systems

FileMaker Pro

Job description

This position provides clerical support to the administrative team at the Island Medical Program in four areas: curriculum, student assessment, IMP Faculty Leaders, and Patient Programs.

The Program Assistant will provide a variety of administrative and secretarial tasks in support of the unit’s efforts and activities including supporting curriculum planning and delivery; preparing and distributing information packages or correspondence for students, faculty, and teaching staff; assisting with student assessment which includes some aspects of invigilation; data entry and file/record management; and drafting correspondence and preparing materials. They will be privy to highly sensitive and confidential student assessment materials and patient medical records and will be expected to maintain discretion and uphold privacy standards.

The incumbent is responsible for maintaining the Clinical Skills facilities at the Royal Jubilee Hospital site, reviewing and maintaining inventory levels and reordering supplies as needed, and ensuring the space is prepared for the sessions, under the direction of the Curriculum Manager.

Some travel between UVic and the Clinical Academic Campuses Royal Jubilee Hospital and Victoria General Hospital will be required to fulfill duties. This position will be required to be part of a roster that covers backup reception and exam invigilation when required.

This position requires a level of education, training, and experience equivalent to 2 years of experience working within a comparable environment.

Knowledge/Skills/Abilities

1. Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
2. Ability to prioritize and manage time and tasks with attention to detail.
3. Ability to problem solve by using judgement, independent thinking, and/or analysis.
4. Ability to interpret policies and procedures.
5. Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
6. Experience composing various business communications such as emails, memos, and reports.
7. Experience in maintaining confidential and sensitive information.
8. Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems, FileMaker Pro).
9. Ability to learn new technologies and experience with audiovisual/videoconference equipment.
10. Knowledge of hospital/health authority structure and functioning, and a demonstrated understanding of medical terminology is an asset.

Specialized Knowledge/Education

Secondary school diploma or equivalent.