Administrative Assistant

Job summary

Acts as the first point of contact for students and visitors while providing comprehensive administrative and curricular support to the IMP team. Coordinates with university representatives, health authorities, and vendors to ensure effective program operations.

Job details

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 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. Specialized Knowledge/Education Secondary school diploma or equivalent.

What you’ll do

Acts as the first point of contact for students and visitors while providing comprehensive administrative and curricular support to the IMP team. Coordinates with university representatives, health authorities, and vendors to ensure effective program operations.

Requirements

Requires a secondary school diploma and approximately 3 years of experience in a comparable administrative environment. Candidates must be proficient in MS Office and Adobe Suite, with strong communication skills and the ability to handle sensitive information.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Multi-Tasking · Preferred
• client relations · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Client Relations
• Multi-tasking
• Business Communication
• Confidentiality Management
• MS-Office Suite
• Adobe Create Suite
• Content Management Systems
• Audiovisual Equipment
• Event Planning
• Meeting Coordination
• Medical Terminology
• Problem Solving
• Time Management
• Policy Interpretation
• Diversity and Inclusion

Job areas

• Administrative
• Education
• Healthcare