Full-time, temporary (eight months)

Position summary

Reporting to the licensing supervisor, the administrative assistant is primarily responsible for processing and coordinating the following: medical student and podiatric surgeon student elective applications, resident elective and podiatric surgeon resident elective applications, fellow and trainee applications, clinical associate applications, clinical observer applications and renewals, educational applications, UBC medical student renewals and queries, independent clinical experiences, and parental leave class changes and queries.

Duties and responsibilities

Duties include but are not limited to the following:

• process applications for new and renewing UBC medical students and residents, resident – clinical associates, electives, postgraduate fellows and trainees, and clinical observerships
  
  • coordinate the educational application process for all new and renewing UBC medical students and residents
  • act as primary contact person for applicants, licensees, and the undergraduate and postgraduate dean’s offices
  • liaise with internal team members to plan and execute the annual application and renewal process
  • execute process improvements where possible and ensure all documentation is maintained, including the procedure manual
  • process received applications and renewals, take payment, issue receipts, process criminal record check and ensure applicants meet the College of Physicians and Surgeons of BC (CPSBC) English language proficiency requirements
  • check reports and refer files to licensing compliance when required
  • respond to all associated correspondence, emails and phone calls from applicants, licensees and third parties
  • ensure licence confirmation emails are sent and file paperwork
• process all podiatric surgeon student elective applications and podiatric surgeon resident elective applications, all clinical observer applications and renewals, and all independent visiting medical student applications, renewals and cancellations
  
  • be the primary contact person for applicants, licensees, third parties and CPSBC staff regarding requirements for licensure
  • review lists, check information and update database
  • process all applications, take payment, issue receipt, process criminal record check and ensure applicant meets CPSBC English language proficiency requirements 
  • process all associated correspondence, emails and phone calls from applicants, licensees, and third parties
  • identify affirmative answers, check reports and submit files to licensing compliance, where necessary
  • ensure licence confirmation emails are sent and file paperwork
  • maintain documentation linked to the applications including forms, fees, and web content
• lead and/or assist with special projects related to the educational team
• other related duties as required    
  • provide administrative support to the licensing department

Skills and qualifications

Required skills and qualifications include:

• post-secondary education with training in administrative practices or an equivalent combination of education and experience
• excellent attention to detail and a high level of accuracy
• demonstrated high level of initiative, time management and organizational ability
• excellent communication skills, both written and verbal
• strong editing and proofreading skills
• ability to organize and set work priorities
• ability to work both independently and as a team member
• working knowledge of Microsoft Office applications
• ability to maintain a calm demeanor during busy or stressful times 
• ability to exercise good judgement in recognizing the scope of authority and protecting confidential information is a must

The compensation range for this position is $50,574 to $63,217 per year.