Administrative Coordinator - Pediatric Cardiology

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Job Profile

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Department

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Posting End Date

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.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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 Summary

The Division of Cardiology provides care in British Columbia for cardiovascular disorders occurring in childhood. This mandate extends from in utero diagnosis via fetal echocardiography through to supervision of care in the adult world at the Pacific Adult Congenital Heart Clinic. A program of family-centred care is anchored in the Heart Centre at B.C.'s Children's Hospital and extends to all the regional centres of the province through the Partnership Program in Pediatric Cardiology. The Heart Centre program is one of the two surgical centres in the Western Canadian Children's Heart Network, and provides care for patients from Manitoba as well as British Columbia and Yukon Territory. There are also regular clinical and educational teleconferences across the network which includes the cardiac programs in Vancouver, Calgary, Edmonton, Saskatoon, and Winnipeg.

The Division enjoys excellent relations with the Department of Radiology and together we provide an imaging service second to none in Angiography, Cardiac CT and Cardiac Magnetic Resonance Imaging. There is an extensive pathological museum and regular rounds with the Department of Pathology.

The Heart Centre prioritizes teamwork in delivering world-class care for children affected by heart disease, and is supported by a passionate team of clerical and technical staff.

The Administrative coordinator will be responsible for the overall administration of the UBC Heart Centre.

Organizational Status

The position works closely with all faculty members in their academic endeavors. Collaborates and interacts with other members of the pediatric administrative team, divisional secretaries, research personnel, and representatives from within the hospital and university communities. This position works closely with fellows, subspecialty residents, residents, medical students, summer students and other administrative professionals within a teaching hospital setting.

Work Performed

Academic Support

• Collaborate with faculty members to assist in the administration of academic and research projects, ensuring their successful execution.
• Coordinate financial record keeping related to Divisional research activity, ensuring accurate and organized documentation of financial transactions and expenses.
• Maintain accurate and up-to-date Divisional Faculty CVs and teaching dossiers, ensuring the information is readily accessible for reporting and documentation purposes.
• Provide support with financial record keeping related to Divisional research activity, ensuring accurate and organized documentation of financial transactions and expenses.

Education Program

• Responsible for coordination of areas of sub specialty residency/ fellowship / undergrad and postgraduate education.
• Responsible for coordinating medical students, residents and fellows schedules around physicians schedules
• Coordinates accreditation process for fellowship program.
• Coordinate CaRMS and application review; preparing files; setting up interviews
• Coordinates Clinical fellowship appointment process
• Coordinate all communication with potential fellowship applicants, insuring applications are completed prior submission
• Supervise onboarding and off boarding procedures with Clinical Fellows and Sub Specialty residents.
• Coordinate monthly academic calendars, incorporating additional teaching sessions beyond the fixed schedule.
• Coordinate all independent electives for residents across Canada and abroad, ensuring smooth facilitation and liaising with PGME and CPSBC.
• Coordinate the rotation calendar for undergraduate and postgraduate teaching, collaborating with the undergraduate office to approve UGY rotations.
• Coordinate and facilitate evaluations of fellows & trainees
• Coordinate all teaching related payments such as Teaching Tracking & Payment system (TTPS), the process of Formal Scheduled Teaching (FST) for faculty members, ensuring timely and accurate compensation
• Coordinate RPC/CC meetings and Journal Club with learners, faculty and guests. Provides administrative support for committees.
• Actively participates in professional workshops organized by PGME, focusing on career development and continuous education.
• Coordinate program finances and expenses ensuring process' fluidity
• Special Projects:
  • Developing training plans working with Program Director to ensure training plan is maintained
  • Coordinate the creation and update of a comprehensive residency manual
  • Conducting internal review processes
  • Overseeing accreditation procedures on a cyclical basis
  • Developing a program brochure
  • Organizing special meetings that involve event planning

Research coordination Dr Harris and Armstrong Labs

• Onboard and coordinate new research studies
• Liaise with various departments and internal and external stakeholders to aid in the facilitation of research.
• Coordinate research budgeting, projections and general finance through Workday
• Coordinate new temporary students and hires with Department of Pediatrics. Responsible for development and completion of all HR hire documentation.

Professional fee billing

• Coordinate Heart Centre billing activity
• Administer ECG activity and invoice issuance
• Liaise with Department of Pediatrics finance regarding Physician's Compensation

PHSA Finances

• Coordinate expenses and reimbursements claims to be paid by a KDZ account
• Liaise with internal and external stakeholders
• Coordinate with Pediatrics finance, PHSA accounts payable, and UBC central finance. Follow-up actions are taken to ensure timely payment.

Visiting Physicians

• Coordinate and orient physician to process, coordinate with PHSA credentialing & CPSBC, sometimes MOCAP team
• Coordinates approvals, onboarding and additional services as necessary
• Coordinate finances if applicable
• Coordinates evaluations if applicable

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Other Administrative Duties

• Email blasts
• Social activities
• Booking the conference room
• Requesting ID's for new hires/students
• Book meetings
• IT requests
• Ad hoc requests
• Coordinate physician schedules

Consequence of Error/Judgement

This position is expected to work independently, with minimal supervision. Applies knowledge of procedures, guidelines and regulations and makes decisions within established protocols. Uses sound judgment, tact, discretion and sensitivity in problem solving. Significant problems are referred to the Head, Division of Cardiology or the Director of the fellowship program. Participates actively in dialogue and development of creative team-based solutions.

Supervision Received
This position reports to the Division Head, Pediatric Cardiology or designate.

Supervision Given
Supervises up to and including one (1.0) FTE ongoing, permanent staff member, and/or up to and including five (5) temporary staff, students, and/or volunteers.

Minimum Qualifications

• High School graduation, plus a 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

Preferred Qualifications

• Computer experience required (Word, Excel, PowerPoint, Outlook preferred).
• Experience in an academic health care setting is an asset.
• Effective oral and written communication, interpersonal and organizational skills.
• Ability to type 60 wpm and to operate a normal range of office equipment.
• Ability to type letters, memos, and reports, often of a specialized nature specific to the field of pediatrics.
• Ability to take and transcribe minutes.
• Ability to compose correspondence using concise business English.
• Ability to work both independently and within a team environment.
• Ability to exercise tact and discretion in a multicultural environment.
• Ability to prioritize work and meet deadlines.
• Ability to maintain accuracy and attention to detail.