Senior Administrative Assistant

University of British Columbia - Staff; United States; Remote; USD 10,000 - 60,000; Full time

Job summary

A leading university is seeking a Senior Administrative Assistant to support the Pediatric Surgery division. This role involves coordinating academic programs, managing finances, and liaising with faculty and staff. Candidates should have strong organizational skills and a commitment to fostering an inclusive environment.

Qualifications

• Four years of related experience or equivalent combination of education and experience.
• Commitment to equity, diversity, and inclusion.
• Ability to interact positively with a wide range of individuals.

Responsibilities

• Coordinates administration for Pediatric Surgery Academic Programs.
• Tracks financial transactions and prepares reports.
• Organizes meetings, schedules, and events for OPSEI.

Skills

Interpersonal Skills

Organizational Skills

Communication

Education

Two years of post-secondary education

Tools

Microsoft Office

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Admin Coord - Med Dept (Gr8) Job Title Senior Administrative Assistant Department Pediatric Surgery Administrative Support Student Appointments | Department of Surgery| Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 25, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This offer is conditional upon successful completion of a Criminal Record Check.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

The Senior Administrative Assistant is responsible for administrative matters for the Office of Pediatric Surgical Evaluation and Innovation (OPSEI), and the Division of Pediatric Surgery, within the Department of Surgery, located at BC Children’s Hospital. The incumbent liaises with colleagues in the Department of Surgery, Faculty of Medicine and external partners to coordinate undergraduate and postgraduate academic programs and division and OPSEI operations.

Organizational Status

The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, Colorectal Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Surgical Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

This position reports to the Executive Director, OPSEI and the Education Program Manager. The incumbent also takes direction from the Director of Administration, the MD Undergraduate Director, the Postgraduate Director, and the Head, Division of Pediatric Surgery. The incumbent is also expected to respond to requests, policies, and procedures outlined by authorities within the Dean’s Office of the Faculty of Medicine.

Work Performed

• Serves as the primary contact for administrative matters and general inquiries for OPSEI, division of Pediatric Surgery, including but not limited to the academic programs.

• Coordinates the overall administration for OPSEI, the division of Pediatric Surgery, including but not limited to the academic programs.

• Provide administrative support to the Executive Director, OPSEI.

• Performs financial duties such as invoice payments and expense reports. Process credit card reconciliation monthly academic reimbursements . Process financial period and year end reconciliation.

• Coordinates payments for clinical faculty by tracking, entering, and forwarding for payment.

• Prepares and coordinates the schedules of learners.

• Schedules faculty for academic sessions and exams.

• Implements and manages processes for evaluation of MD undergraduate students, residents, faculty, and staff.

• Provides administrative coordination for meetings, conferences, workshops, and events to support OPSEI, and the division of Pediatric Surgery including but not limited to the academic programs.

• Prepares a variety of correspondence and liaises with external organizations on behalf of OPSEI, the program directors and the Head, division of Pediatric Surgery.

• Organizes calendar(s) by performing duties such as scheduling meetings and arranging the appropriate logistics including but not limited to room booking, corresponding with attendees, tracking attendance setting up videoconferences, and ordering catering.

• Coordinates travel arrangements for OPSEI, program directors, the Head, division of Pediatric Surgery , or visiting professors.

• Annually reminds the Residency Program Committee to update and maintain the rotation objectives, curriculum map, policies, and evaluations.

• Provides administrative support for changes, updates, and maintenance of Postgraduate Medical Education, including all administrative tasks related to Competency Medical Based Education.

• Supports the process for the annual appointments of Lead residents.

• Coordinates all aspects of learner assessments.

• Coordinates the resident selection process by performing duties such as reviewing applications, following up on missing documentation, liaising with the review team, scheduling interviews, and corresponding with applicants.

• Assists with documentation, prepares draft reports and compiles relevant statistics for reviews and accreditation reports.

• Coordinates program accreditation and division review processes.

• Provides input into department policy, and develops and implements administrative procedures.

• Supports the division’s processes with the documentation for the appointment, reappointment and promotion of clinical faculty. Liaises with human resources personnel in the department regarding appointment, reappointment and promotion of clinical faculty.

• Supports the clinical fellow appointment process, including licensing requirements.

• Assists with orientation for new learners and/or faculty members within the division, including arrangements for key access and pagers. Provide resources for international learners relocating to Vancouver.

• Contributes to a respectful, inclusive working environment.

• Performs other responsibilities, as required.

Working Conditions
This position is performed in a professional environment in the Department of Surgery.

Consequence of Error/Judgement

This position works independently under broad direction. The incumbent is expected to use sound judgment to responds to frequently changing conditions and priorities and to prioritize assignments accordingly. The incumbent must select and interpret information, problem solve and reconcile deviations from standard methods.

Errors may significantly impact both the clinical and academic reputation of the unit and could result in loss of funding, confidentiality breaches, non-compliance with accreditation standards, delays in payment, and scheduling mistakes which may impact patient care.

Supervision Received
This position reports to the Executive Director, OPSEI and the Education Program Manager.

Supervision Given
None.

Minimum Qualifications

• High school graduation, plus two years of post-secondary education, plus four years of related experience OR an equivalent combination of education and experience.

• 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

• Excellent interpersonal skills, along with the a bility to work and interact positively and constructively in a team environment and independently, and with a wide range of professionals and students.

• Ability to contribute to a respectful, cooperative and supportive work environment.

• Excellent organizational skills, including the ability to prioritize work, multi-task, schedule and meet deadlines.

• Ability to actively listens and probe for information to clarify complex requests.

• Effective oral and written communications, with the ability to compose clear and grammatically correct correspondence and business documents.

• Solid judgment and a proven ability to maintain confidentiality, tact and discretion in interactions and in handling information.

• Intermediate level Microsoft Office skills (Word, Excel, PowerPoint, Outlook).

• Experience processing financial transactions and the ability to process them with accuracy.

• Demonstrated ability to maintain a high degree of accuracy and attention to detail.

• Ability to quickly grasp, with the standard level of training, new web-based applications such as webcasting, SharePoint, and resident learning systems.

• Ability to conduct online searchers using medical and scientific applications.

• Ability to take and transcribe meeting minutes.

• Experience in a medical or educational environment preferred.