Health Office HR & Finance Assistant

University of British Columbia; Kelowna; In loco; CAD 56.000 - 64.000; Tempo pieno

Descrizione del lavoro

UBC Okanagan is seeking a Health Office HR & Finance Assistant to support the Manager, Student Health Clinic. The role involves clerical HR and finance tasks, coordinating student health services, and maintaining confidential records in a client-centered environment within Wellbeing & Accessibility Services.

You will interact with health care professionals, process communications, invoices, and data entry, while helping with clinic operations, scheduling, and education on medical insurance

Competenze

• High school diploma with Medical Office Assistant training or equivalent.
• Minimum three years of related health care office experience.
• Proficiency with word processing, spreadsheets, databases and scheduling.
• Ability to handle confidential information with discretion.

Mansioni

• Greet students, manage front desk inquiries, and book appointments.
• Process payments and invoicing for third party billing.
• Maintain confidential student records and medical forms.
• Support HR and administrative tasks for staff.

Conoscenze

Customer service

Interpersonal skills

Data entry

Office software

Medical terminology

Formazione

High school diploma with Medical Office Assistant course

Strumenti

Electronic Medical Record Software

MS Word

MS Excel

Descrizione del lavoro

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant IV Job Title Health Office HR & Finance Assistant Department UBCO | Program Support | Clinic Services Compensation Range $4,981.00 - $5,713.00 CAD Monthly Posting End Date October 23, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing Must be trained/credentialed as a Medical Office Assistant.

Job Summary

Within the context of a client-centered inter-professional model of care and in accordance with the vision and values of Wellbeing & Accessibility Services, and the AVP Students portfolio, the Health Office / HR & Finance Assistant is part of a team providing a full range of services in the support of client care. Main responsibilities lie in performing clerical human resource and finance tasks to assist the Manager, Student Health Clinic in administering the Wellbeing and Accessibility Services directorate. Additional responsibilities include work with the established Health Clinic team to provide healthcare services to University students. Duties range from routine to complex and include maintaining highly confidential records, correspondence and communication. This position requires exceptional judgment, the ability to work cooperatively and to respond with tact and sensitivity to a diverse student population.

Organizational Status

The Health Office / HR & Finance Assistant reports to the Manager, Student Health Clinic. Works collaboratively with health care professionals in the Student Health Clinic, and with administrative staff in the Office of the Associate Vice President Students, Financial Services, and Human Resources.

Work Performed

Customer Service Reception:

• Maintains a welcoming environment for students by ensuring their needs are a priority.
• Addresses inquiries at the front desk.
• Checks in students for appointments, sends screening questionnaires and books appointments using the Electronic Medical Record Software.
• Assesses and triages student requests for medical care and support using departmental guidelines.
• Works closely with the clinical team to manage a smooth flow of clients.
• Screens, directs and/or responds to email and telephone inquiries for Student Health Clinic and Student Counselling Services.

Clinical Support for Health Care Professionals:

• Accompanies students/patients to examination rooms and attends health exams upon request.
• Cleans and sterilizes equipment and instruments.
• Cleans and sterilizes exam rooms between patients.
• Organizes equipment and examination rooms for diagnostic procedures and treatments as required.
• Performs minor diagnostic procedures and testing as requested by health care professionals
• Ensures examination rooms and other student spaces are well maintained using extensive and enhanced cleaning protocols.
• Orders and maintains all clinic supplies for Health Care Providers.
• Maintains detailed records for clinical maintenance of equipment.
• Ensures delivery and pick up services for products being sent to labs.
• Supports Campus Health Specialist with Pop Up STI Clinics and Nurse on Campus programs

Administrative Support:

• Supports Manager in all aspects of clinical setting.
• Receives diagnostic reports and files after review by health care professional.
• Reviews patient medical forms for completeness.
• Provides education to students on medical insurance processes.
• Submits and track payments for third party billing – e.g., IMed.
• Manages payments and receipts for third party billings, prepares and sends invoices.
• Assists with written communication by transcribing assessments, reports, and other correspondence.
• Photocopies and faxes forms and other documents.
• Assists with preparation of resource materials (e.g., manuals, brochures,).
• Assists Manager by providing statistical information as requested.
• Provides some administrative support to Campus Wellness Promotion and Education health programming, and medical practicum students.
• Liaises with internal departments and other UBCO staff when required.
• Books appointments for specialists when required.
• Submits and follows up on IT and Facilities work orders for the Health Clinic.
• Sets up meetings, zoom calls, prepares and distributes meeting agendas and minutes as required.
• Submits MSP billings for health care professionals.
• Maintains website for any information changes
• Submits any events onto UBC Events page for Clinic and Counselling units.
• Monitors Touchnet payments on a daily basis.
• Assists Manager with HR and administrative tasks for staff (full time and part time), and paid student positions, and volunteer chaplains, as needed.
• Submits the recruitment Workday tasks for process of new positions in Wellbeing & Accessibility Services
• Maintains data entry of day-to-day expenditures for finance spreadsheets to assist Managers in WAS Directorate to maintain financial security of ledgers.
• Assists Manager with maintaining overhead revenue from contracted providers which includes data entry into Customer Aged Accounts Receivable spreadsheet.
• Assists Manager with financial transactions including journal vouchers, accounts, payable, deposits, invoicing, purchase requisitions, and credit card reconciliation
• Performs other duties, as required, to support the administration of services

Supervision Received

Works cooperatively in a team environment under the general supervision of the Manager, Student Health Clinic and with guidance from health professionals. Sets priorities and performs most duties independently, occasionally consulting the Manager with reference to new or complex problems, discrepancies and office issues.

Supervision Given

This position is not responsible for supervision of any staff.

Minimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• High school graduation with completion of Medical Office Assistant course at a recognized institute or alternatively a combination of training and related experience.
• A minimum of three years related experience in a health care office or clinic with a knowledge of medical terminology.
• Ability to use word processing, spreadsheet, database, scheduling and electronic mail applications at an intermediate level.
• Ability to complete tasks under pressure with frequent interruptions, be flexible, prioritize work and meet deadlines.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to compose routine correspondence using clear, concise business language.
• Ability to work both independently and within a team environment.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? 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, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].