Full-time, contract (six months)
Position summary
Reporting to the registration manager, 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 observer applications and renewals, Educational Apply, 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 Apply process for all new and renewing UBC medical students and residents
- act as primary contact person for applicants, registrants, and the undergraduate and postgraduate dean’s offices
- liaise with internal team members to plan and execute the annual application and renewal process
- work with IT and the communications and public affairs department to update questionnaires, email notifications and reminder emails
- engage with UBC contacts to obtain lists of new and renewing UBC medical students and standardize data before providing to IT
- 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’s (CPSBC) English language proficiency requirements
- check reports and refer files to registration compliance when required
- respond to all associated correspondence, emails and phone calls from applicants, registrants 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, registrants, 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’s English language proficiency requirements
- process all associated correspondence, emails and phone calls from applicants, registrants and third parties
- identify affirmative answers, check reports and submit files to registration compliance, where necessary
- ensure licence confirmation emails are sent and file paperwork
- maintain documentation linked to the applications including forms, fees, and web content
- parental leave duties
- be the primary contact for all registrant queries
- process all requests for parental leave in a timely manner
- follow-up with registrants scheduled to return from parental leave
- issue licences for registrants licensed for independent practice
- upon receipt of approved file, complete quality assurance checks in iMIS
- complete class change
- generate new registrant letters, encrypt, and email a copy to the registrant
- finalize and file paperwork
- lead and/or assist with special projects related to the educational team
- provide relief coverage and assistance with medical records requests, retirement and resignation requests
- other related duties as required
- provide administrative support to the registration 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 $49,388 to $61,735 per year.
The College of Physicians and Surgeons of British Columbia has been recognized as one of BC's top employers since 2011 and one of Canada's top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.
The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.
The College values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.
We thank all applicants for their interest; however, only those selected for interview will be contacted.
The College of Physicians and Surgeons of BC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.
We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.
