Staff Positions


Positions available

Structured Practice Training (SPT) Secretary, OEE, Faculty of Pharmaceutical Sciences DETAILS
Entry to Practice (E2P) Secretary, OEE, Faculty of Pharmaceutical Sciences DETAILS

 

Structured Practice Training (SPT) Secretary, OEE, Faculty of Pharmaceutical Sciences

Job Summary

Structured Practice Training (SPT) Secretary and Assistant to the Director, Office of Experiential Education (OEE), Faculty of Pharmaceutical Sciences. Primarily responsible for coordinating the placements and activities associated with the SPT Program for International Pharmacy Graduates (IPG) and regulated technicians. Will also assist in the coordination of placements and activities associated with the entry to practice pharmacy students. General office coordination for the (OEE) in a fast paced and at times, stressful environment.

Organizational Status

Expected to work independently but receives direction from the Director, Program Manager, and Coordinators relating to the day-to-day operations of the office. May be required to coordinate and supervise students

Work Performed

Acts as the first point of contact for the SPT programs.  

Provides information to prospective students on all aspects of the SPT-IPG and SPT-Regulated Technician Programs (web page, email, phone and in person).  

Receives and coordinates all admission material for IPG and Regulated technician applicants. Assesses eligibility of admission applications. Administers the applications and communicates with the College of Pharmacists and other stakeholders as required. 

Tracks SPT registration and payment in CiviCRM and reconciles payment. 

Responsible for OEE database (E*Value and Excel).  Produces complex reports in E*Value and Excel utilizing formulae, pivot tables e.g. V lookup and ability to produce graphs. Prepares mail merge with Excel data.  Accesses FSC to (1) download pictures to input into E*Value and to (2) input grades and provide class lists.  Maintains all student information, course registration and clerkship information in E*Value. 

Provides students with the policies, expectations, handbooks and assignments and assists SPT students in finding a placement site. Upon completion of the SPT, ensures student assignments are complete and communicates successful completion to the student, Pharmacist SPT Coordinator and College of Pharmacists of BC.  Assigns remedial work as necessary and communicates successful completion to the student, Pharmacist SPT Coordinator and College of Pharmacists of BC. 

Responsible for uploading materials onto Connect, maintaining and updating assessments, announcements and all other Connect materials. 

Interprets University and OEE policies procedures pertaining to all students. Advises and responds to enquiries from all students regarding clerkship experiences, deadlines and requirements. Replies to complex written and oral communications with accurate information. 

Creates surveys in Fluidsurveys and Google docs. Compiles reports utilizing basic statistics and other course and program data. 

Performs administrative duties such as drafting correspondence, preparing minutes and updating and managing web pages including Connect. 

Designs, develops and delivers promotional course material and presentations for SPT programs with the Pharmacist SPT Coordinator. 

Provides input into OEE's policies, develops and implement administrative procedures for SPT and entry to practice programs. 

Ensures that all deadlines are met in a timely fashion. Keeps the Director and Program Manager informed of any obstacles and delays. 

Appropriately redirects material for reply by other members of the Office. 

Assists with the Entry to Practice Programs- Pharmaceutical Sciences. 

Performs other related duties.

Supervision Received

Largely independent but receives direction from both the Director and Program Manager.

Supervision Given

May provide work direction to work study students and temporary staff.

Consequence of Error/Judgement

The work requires a high level of tact, discretion and accuracy. Errors in judgement will reflect negatively on the Office of Experiential Education, the Director and UBC and could lead to irreparable damage to the Faculty. If confidentiality is mishandled or breached, professional and academic careers may be affected. Frequent interactions with the College of Pharmacist of BC, community clinical instructors and student applicants from all over the world requires effective communication and tact to avoid negative impact on the OEE and UBC. Providing incorrect information regarding clerkships for entry to practice students and SPT programs could result in a negative impact on the student clinical experience and academic schedule, which could result in a delayed clerkship and/or delayed graduation. Providing incorrect information to clinical instructors will compromise OEE's relationships with its stakeholders and put the program in jeopardy.

Qualifications

High School graduation and two years post-secondary education.  University degree preferred.  4 years related experience or the equivalent combination of education and experience.  Minimum 3 years UBC experience preferred, including knowledge of practicum logistics and familiarity with student experiences.  Experience and high level of competence with word processing, excel spreadsheets, databases, web development and other computer programs. Motivated and highly organized individual able to exercise a high level of tact and discretion. Exercises judgment and confidentiality in all matters. Team player, with effective interpersonal, communication, planning and organizational skills. Proficiency in the use of English grammar, spelling, punctuation; and proficiency with professional terminology, technical or scientific vocabulary as required for the job. Ability to multi-task in a demanding environment. Ability to type 70 wpm. Familiar with Roberts Rules and ability to take good meeting minutes. Ability to compose complex correspondence and reports, tailored to the needs of individual. Ability to communicate effectively and tactfully with faculty, staff, students and other stakeholders (preceptors and clinical instructors) in giving and obtaining information, in explaining practices and procedures. Good working knowledge of office equipment, including ability to trouble-shoot with computers, photocopiers and fax machines.

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Entry to Practice (E2P) Secretary, OEE, Faculty of Pharmaceutical Sciences

Job Summary

Entry to Practice (E2P) Secretary and Assistant to the Director. Primarily responsible for coordinating the placements and activities associated with the entry to practice pharmacy program. Will also assist in the coordination of placements and activities associated with the Structured Practical Training (SPT) Programs of International Pharmacy Graduates and Regulated technicians. General office coordination for the Office of Experiential Education (OEE) in a fast paced and at times, stressful environment.

Organizational Status

Expected to work independently but receives direction from the Director, Program Manager, and Coordinators relating to the day-to-day operations of the office. May be required to coordinate and supervise students.

Work Performed

Acts as the first point of contact for the E2P Pharmacy programs.  

Provides information to prospective students on all aspects of the E2P Pharmacy Program (web page, email, phone and in person).  

Tracks registration and payment in CiviCRM. 

Responsible for OEE database (E*Value and Excel).  Produces complex reports in E*Value and Excel utilizing formulae, pivot tables e.g. V lookup and ability to produce graphs. Prepares mail merge with Excel data.  Accesses FSC to (1) download pictures to input into E*Value and to (2) input grades and provide class lists.  Maintains all student information, course registration and clerkship information in E*Value. 

Provides students with the policies, expectations, handbooks and assignments and assists student with placement issues.  Upon completion of the clerkship, receives student assignments, ensures the assignments are complete, tracked and filed appropriately. 

Interprets University and OEE policies procedures pertaining to all students. Advises and responds to enquiries from all students regarding clerkship experiences, deadlines and requirements. Replies to complex written and oral communications with accurate information. 

Creates surveys in Fluidsurveys and google docs. Compiles reports utilizing basic statistics and other course and program data. 

Performs administrative duties such as drafting correspondence, preparing minutes and updating and managing web pages and Connect. 

Designs, develops and delivers promotional course material and presentations for E2P programs with the Pharmacist Coordinators. 

Schedules appointments, focus groups and meetings such as planning, prioritizing and ensuring that preparations are complete ( e.g. oversees catering, parking passes and names tags). 

Provides input into OEE's policies, develops and implements administrative procedures for SPT and entry to practice programs. 

Ensures that all deadlines are met in a timely fashion. Keeps the Director and Program Manager informed of any obstacles and delays. 

Appropriately redirects material for reply by other members of the Office. 

Assists with the SPT programs. Receives and coordinates all admission material for IPG and Regulated technician applicants. Assesses eligibility of admission applications. Administers the applications and communicates with the College of Pharmacists and other stakeholders as required. 

Performs other related duties.

Supervision Received

Largely independent but receives direction from both the Director and Program Manager.

Supervision Given

May provide work direction to work study students and temporary staff.

Consequence of Error/Judgement

The work requires a high level of tact, discretion and accuracy. Errors in judgement will reflect negatively on the Office of Experiential Education, the Director and UBC and could lead to irreparable damage to the Faculty. If confidentiality is mishandled or breached, professional and academic careers may be affected. Frequent interactions with the College of Pharmacist of BC, community clinical instructors and student applicants from all over the world requires effective communication and tact to avoid negative impact on the OEE and UBC. Providing incorrect information regarding clerkships for entry to practice students and SPT programs could result in a negative impact on the student clinical experience and academic schedule, which could result in a delayed clerkship and/or delayed graduation. Providing incorrect information to clinical instructors will compromise OEE's relationships with its stakeholders and put the program in jeopardy.

Qualifications

High School graduation and two years post-secondary education.  University degree preferred.  4 years related experience or the equivalent combination of education and experience.  Minimum 3 years UBC experience preferred, including knowledge of practicum logistics and familiarity with student experiences.  Experience and high level of competence with word processing, excel spreadsheets, databases, web development and other computer programs. Motivated and highly organized individual able to exercise a high level of tact and discretion. Exercises judgment and confidentiality in all matters. Team player, with effective interpersonal, communication, planning and organizational skills. Proficiency in the use of English grammar, spelling, punctuation; and proficiency with professional terminology, technical or scientific vocabulary as required for the job. Ability to multi-task in a demanding environment. Ability to type 70 wpm. Ability to take good meeting minutes using Robert's rules of Order. Ability to compose complex correspondence and reports, tailored to the needs of individual. Ability to communicate effectively and tactfully with faculty, staff, students and other stakeholders (clinical instructors) in giving and obtaining information, in explaining practices and procedures. Good working knowledge of office equipment, including ability to trouble-shoot with computers, photocopiers and fax machines.

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