Clinical Fellowship Assistant - UBC, Vancouver

About the role

The Clinical Fellowship Administrative Assistant provides administrative and operational support to the Hepato-Pancreato-Biliary (HPB), Abdominal Organ Transplant (AOT) and Complex Gastrointestinal Surgery/Hernia and Abdominal Wall Fellowship Programs, as well as the Trauma and Acute Care Surgery Area of Focused Competence Program within the Division of General Surgery, UBC Department of Surgery. This position serves as the primary point of contact for the HPB and AOT Fellowship Programs, responding to inquiries and supporting clinical fellows, visiting elective residents, and international postgraduate trainees.

Your impact

• Provides administrative support for the fellows’ selection and recruitment process, including documentation management, interview and meeting coordination and other logistics.
• Assists with the fellow appointment process.
• Assists with and responds to questions and inquiries from current and prospective fellows.
• Assists fellows with process for licensure from CPSBC.
• Assists fellows with obtaining VCH network account and access to clinical tools like CareConnect, Cerner, PCIS, UBC CWL and library access.
• Assists fellows with obtaining MSP number if applicable.
• Creates and maintains fellows and fellowship files and any other related documents.
• Assists with orientation for new fellows, including arrangements for key access, hospital ID, hospital IT access and pagers.
• Assists fellows with administrative tasks related to their research activities.
• Prepares and coordinates the rotation schedule, evaluations and teaching of fellows.
• Monitors records of fellow attendance for all required educational activities, including conferences and other didactic experiences.
• Supports the Fellowship Directors in developing and monitoring training and assessment plans and accreditation documentation.
• Develops and implements administrative procedures to support optimal functioning of the fellowship programs.
• Provides administrative coordination for meetings, conferences, workshops, and events.
• Assists with and responds to questions and inquiries from prospective international postgraduate trainees.
• Confirms electives with HPB and MIS services and assists with their application and appointment processes.
• Assists with arrangements for key access, temporary hospital ID, hospital IT access and pagers.
• Assists with the appointment application process for the Trauma and AFC Program.
• Provides administrative support for educational mandate and activities, including scheduling and coordinating logistics of training sessions and rounds and preparing call schedules.
• Assists with documentation, prepares draft reports and compiles relevant statistics for reviews and accreditation reports.
• Provides administrative support for visiting elective residents at VGH (HPB and MIS): elective confirmation letters, VCH network account and access to clinical tools like CareConnect, Cerner, PCIS.
• Performs financial duties such as reconciliations, processing cheque requisitions, administration of payment of physicians and faculty members, transfer of funds between accounts, monitoring budgetary expenditures, and supporting the annual program budgeting process.
• Assists with billing for fellows’ clinical activities.
• Contributes to a respectful, inclusive working environment.
• Performs other responsibilities, as required.

What you'll bring

• High School graduation, plus two year post-secondary diploma, 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.
• Excellent interpersonal skills, along with the ability to work in a team environment and independently.
• Ability to contribute to a respectful, cooperative and supportive work environment.
• Sound judgment and ability to maintain confidentiality, tact, and discretion.
• Excellent organizational skills, particularly in the area of prioritizing work, multi-tasking.
• Ability to actively listen 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.
• Effective in analytical and problem-solving skills.
• Demonstrated ability to maintain a high degree of accuracy and attention to detail.
• Experience in and knowledge of word processing, spreadsheet and database applications.
• Ability to accommodate a flexible schedule, occasionally including additional hours in evenings and early mornings, as required.

Perks and benefits

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.