Closed listing
Administrative Assistant
- Victoria, BC, Canada
Full-time
This opening has closed.
The original listing is kept below for reference.
Job details
- Job type
- Full-time
- Closing date
- Experience
- This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.
- Posting language
- English
- Posted
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Search current openingsOriginal job description
Archived listing. The details below describe a past opening.
The Administrative Assistant serves as the first point of contact for all students and visitors to the IMP, and provides comprehensive administrative support to students, staff and faculty. Reporting to the Manager, Strategy and Administration, this position is client focused, requires attention to detail, and multi-tasking to provide effective support to all members of the IMP team at the Medical Sciences Building (MSB).
The role communicates and works effectively with individuals throughout the University of Victoria and with representatives of the UBC MD Undergraduate Program (MDUP) distributed sites : UBC (Vancouver Fraser Medical Program), UBC-O (Southern Medical Program) and UNBC (Northern Medical Program), as well as individuals at the Island Health.
The Administartive Assistant responds to student needs and inquiries, as well as those of physicians and other professionals who teach within the Island Medical Program. This position also interfaces with suppliers and vendors regularly.This position also provides curricular support for the Year 1 & 2 team and will be part of a roster that supports exam invigilation when required. The primary work site is at the UVic MSB, travel to Island Health hospital sites associated with the IMP on Vancouver Island may be required periodically.
Experience
This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.
Knowledge/Skills/Abilities
Secondary school diploma or equivalent.
The role communicates and works effectively with individuals throughout the University of Victoria and with representatives of the UBC MD Undergraduate Program (MDUP) distributed sites : UBC (Vancouver Fraser Medical Program), UBC-O (Southern Medical Program) and UNBC (Northern Medical Program), as well as individuals at the Island Health.
The Administartive Assistant responds to student needs and inquiries, as well as those of physicians and other professionals who teach within the Island Medical Program. This position also interfaces with suppliers and vendors regularly.This position also provides curricular support for the Year 1 & 2 team and will be part of a roster that supports exam invigilation when required. The primary work site is at the UVic MSB, travel to Island Health hospital sites associated with the IMP on Vancouver Island may be required periodically.
Experience
This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.
Knowledge/Skills/Abilities
- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Ability to prioritize and manage time and tasks with attention to detail.
- Ability to problem solve by using judgement, independent thinking and/or analysis.
- Ability to interpret policies and procedures.
- Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
- Experience composing various business communications such as emails, memos, and reports.
- Experience in maintaining confidential and sensitive information.
- Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems, etc.).
- Ability to learn new technologies and experience with audiovisual/videoconference equipment.
- Knowledge of hospital/health authority structure and functioning, and a demonstrated understanding of medical terminology is an asset.
- Experience with pre-planning and recording meetings.
- Experience with event planning and coordination.
Secondary school diploma or equivalent.
More about this job
Responsibilities
Serve as the first point of contact for students and visitors, responding to inquiries and providing administrative support to students, staff, faculty, physicians, and other professionals. Support Year 1 and 2 curriculum activities, participate in exam invigilation as needed, and coordinate effectively with university, medical program, health authority, and vendor contacts.
Requirements
A secondary school diploma or equivalent and experience equivalent to three years in a comparable environment are required. Candidates should demonstrate strong organizational, communication, problem-solving, confidentiality, and computer skills; knowledge of medical terminology and health authority operations is an asset.
Skills
- Administrative Support
- Customer Service
- Prioritization
- Time Management
- Attention To Detail
- Problem Solving
- Independent Judgment
- Policy Interpretation
- Written Communication
- Confidential Information Management
- Microsoft Office
- Adobe Creative Suite
- Content Management Systems
- Audiovisual And Videoconference Equipment
- Meeting Planning And Recording
- Event Planning And Coordination
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Education
- Healthcare
- Customer Service & Support
Keywords
- Administrative Support
- Student Services
- Customer Service
- Curricular Support
- Exam Invigilation
- Medical Education
- University Of Victoria
- Island Medical Program
- UBC MD Undergraduate Program
- Island Health
- Medical Terminology
- Health Authority
- Microsoft Office Suite
- Adobe Creative Suite
- Content Management Systems
- Audiovisual Equipment
- Videoconferencing
- Confidential Information
- Business Communications
- Meeting Coordination
- Event Planning
- Vendor Relations
- Diversity And Inclusion
- Policy And Procedure Interpretation