Administrative Support 2

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 2 (Gr3)

Job Title
Administrative Support 2

Clinical Practice Placement Unit School of Nursing Faculty of Applied Science

Compensation Range
$3,632.00 – $3,727.00 CAD Monthly

Posting End Date
April 3, 2023

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Job Summary
To provide administrative and secretarial assistance to the Manager, Clinical Practice Placement Unit (CPPU), with current undergraduate placement coordination support, providing program information and assisting in the resolution of student placement requests, maintenance of clinical placement records and development of placement documents, systems, processes and events. Provides front line support for the CPPU, directing and referring all student, faculty, staff & visitor inquiries related to all programs of study related to clinical practice and CI recruitment, onboarding, and orientation.
Organizational Status

The position reports to the Manager, Clinical Placement Unit (CPPU), and receives some functional oversight from the Associate Directors of Graduate and Undergraduate Programs, and other members of the Academic Programs and SoN leadership team.

The position works closely with the Undergraduate Placement Coordinator, the Graduate Placement Coordinator, the Practice Education Coordinator, and other members of the CPPU team. The position provides resource assistance to faculty members, students and staff. Interacts with other units and staff within the School of Nursing as well as with other UBC academic units and may interact with key stakeholders in health care settings.

The School of Nursing operates as an independent unit within the Faculty of Applied Science and prepares graduates for direct entry to practice. As a degree-granting program for a distinct health profession, the undergraduate program is responsible for its own clinical placements process in collaboration with Health Authorities, enacted through the coordination and oversight of the CPPU.

Work Performed

-Arranges meetings, interviews, and seminars by performing duties such as coordinating schedules, preparing agendas and other documentation, booking rooms, making catering arrangements, and taking, preparing, and distributing minutes.

-Responds to telephone, email, and in-person inquiries, and provides information of a moderately complex nature. Drafts routine correspondence.

-Collects and compiles data for reports from manual and electronic sources. Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a moderately complex nature, such as entering clinical placements information in HSPnet and completing processing tasks related to securing clinical placements.

-Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature.

-Assists in the development of electronic information support systems including mailing lists, membership lists, and online records administration systems.

-Tasks will include, but not exclusively:

  • Emails Health Authority sites when changes occur in HSPnet

  • Assists in posting and markings on Canvas

  • Follows up with students for outstanding clinical requirements

  • Updates details in HSPnet/Master Class spreadsheet

  • Make changes in HSPnet under general guidance of CPPU team

  • Make changes or updates to the BSN website

  • Edits/proofreads Health Authority booklets

  • Follows up on Access card requests (for certain sites)

  • Emails students about pre-requisite training dates/confirmation

  • Creates Qualtrics Surveys

  • Updates PeP entry (both student and CI matching)

-Performs other tasks as required of the position.

Job is performed in a standard office environment. Workspace interruptions are expected, and do not create undue stress in task completion with known and predictable deadlines. Work pressures, peak periods, multiple demands, deadlines or interruptions moderately impact task completion ability

Consequence of Error/Judgement
Must exercise judgment initiating and carrying through various activities important to the functioning of the School of Nursing Clinical Practice Placement Unit. This includes judgment about when to consult with the CPPU Manager or CPPU team, Associate Directors (Undergraduate or Graduate Program), the Undergraduate Program Coordinator, and other members of the SoN Academic Program team. Exercising poor judgment, ineffective communications, or lack of confidentiality could result in strained relations that compromise program activities and the School of Nursing education program. Errors or incorrect decisions could significantly compromise the educational experience of students as well as our relationships with clinical partners.
Supervision Received
The position reports to the Manager, Clinical Placement Unit (CPPU) and receives guidance from various members of the CPPU. Works independently under general supervision. CPPU work requires ongoing prioritization, attention to detail and discretion. The incumbent is expected to take initiative, problem solve, determine course of action and follow through appropriately.
Supervision Given
No supervision is given. May provide oversight on work from temporary student employees.
Minimum Qualifications
High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

Diploma or Certification in related field, preferred. Working knowledge and experience in computer and multi-media hardware/software troubleshooting. Experience in facilitating workshops. Experience working in a classroom setting is an asset. Experience in systems such as PeP, Canvas, FSC, STS and HSPnet are preferred. Good knowledge and experience in the use of various computer applications including MS Office applications, particularly Microsoft Excel & Word; Demonstrated ability to work independently and effectively and recognize when help is required i.e. must be self-directed with good critical thinking and problem-solving abilities; Effective organizational and time management skills; works well under pressure and tight deadlines; Exceptional proven written and oral communication and interpersonal skills; works well in a team environment; A strong work ethic, with a professional attitude/delivery style and a desire to excel; a desire to produce quality work and take pride in a job well done. Willingness to stay up-to-date with the latest technologies and to continue to build upon current skill set; an understanding of and ability to relate to the academic University environment.

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