Program Support Assistant

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Program Support Assistant

Department
Dental Clinic | Faculty of Dentistry

Compensation Range
$4,319.00 – $4,540.00 CAD Monthly

Posting End Date
March 19, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

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
To provide administrative support and scheduling coordination for the Integrated General Practice (IGP) module and the Dental Hygiene Degree Program. The incumbent will provide support in administrative areas with an emphasis on daily clinic scheduling support.
Organizational Status
Receives work assignments from the IGP and Dental Hygiene Module Coordinators as well as the Clinic Administrative & HR Manager. The incumbent will build strong and productive relationships with the Clinical Faculty members.
Work Performed

– Identifying daily clinic instructor shortages (due to absences) and identify replacements.
– Confirming the finalized schedules, prior to the start of clinic.
– Updating records in the axiUm Practice Management and Electronic Health Record (EHR) System, and the CM/OSCAR Curriculum Management System applications to reflect instructor absences.

-Oversees administrative tasks using axiUm, including updating fee guides, and importing student classes and schedules.

– Coordinating chair changes, bookings, and student chair reassignments.

-Informing faculty and students of absences and schedule changes and the consequences of short-terms changes.

-Processing patient record management including corrections and fee adjustments, procedure code corrections and floor map changes.

-Performs general Axium related administrative responsibilities.

– Running reports and compiling statistics using axiUm.- Processing complex clinical instructor payment calculation reports.
– Updating the program Wiki with F&Q of the week.
– Contacting existing instructors via email to gauge interest in continued teaching.
– Updating the scheduling spreadsheets.
– Liaising with the Module Coordinators to arrange the cohorts.
– Scheduling meetings with discipline coordinators.
– Assisting with question banking for the DENT 430 and DENT 440 OSCE courses by editing and uploading to the IGP Instructors Connect Site.
– Confirm lecturers and clinical instructors for orientation sessions.
– Providing timely information to the Program Assistants to update the CM/OSCAR Curriculum Management System.
– Compiling experiential and academic data for Progress Committee Meetings. Collating information from Instructor student evaluations, performance in the clinic according to statistical norms (calculated in axiUm) and deviations from the norm (calculated in axiUm) instructor emails and clinical advisor meetings.
– Running report of the online Instructor course and follow up with instructors who have not completed the course.
– Composing a variety of correspondence, documents and spreadsheets.
– Attending various meetings and composing and distributing minutes.
– Assists with ordering catering for meetings.
– Provide backup to the IGP Administrative Coordinator.
– Performs other related duties as required.
Consequence of Error/Judgement
The incumbent must be able to work independently and within a team and exercise considerable judgment, tact and discretion. Ability to communicate effectively and to be highly responsive and flexible. Errors in performance of the above-related duties could have a significant impact on the effectiveness, image, and reputation of the Faculty of Dentistry.
Supervision Received
This individual will be expected to work independently in accordance with established objectives; and exercise initiative and judgment in performing all work related functions.
Supervision Given
May assign tasks to student workers.
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

Understanding of scheduling instructors in a teaching clinic would be a strong asset. Experience working in a dental or medical office would be preferred. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively use standard office software at an intermediate level (Outlook, MS Word, MS Excel). Advanced Excel skills are preferred. Ability to effectively and accurately manage multiple tasks and priorities in a very busy environment. Ability to perform word processing at 50 words per minute. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to develop and maintain cooperative and productive working relationships.