Administrative Assistant, Licensing

The College of Physicians and Surgeons of British Columbia is seeking an Administrative Assistant to support the licensing department. The role involves processing and coordinating various medical and educational applications, acting as a primary contact for applicants, and ensuring compliance with licensing requirements.

Responsibilities

• Process applications for new and renewing UBC medical students and residents, resident – clinical associates, electives, postgraduate fellows and trainees, and clinical observerships
• Coordinate the educational application process for all new and renewing UBC medical students and residents
• Act as primary contact person for applicants, licensees, and the undergraduate and postgraduate dean’s offices
• Liaise with internal team members to plan and execute the annual application and renewal process
• Execute process improvements where possible and ensure all documentation is maintained, including the procedure manual
• Process received applications and renewals, take payment, issue receipts, process criminal record check and ensure applicants meet the College of Physicians and Surgeons of BC (CPSBC) English language proficiency requirements
• Check reports and refer files to licensing compliance when required
• Respond to all associated correspondence, emails and phone calls from applicants, licensees and third parties
• Ensure licence confirmation emails are sent and file paperwork
• Process all podiatric surgeon student elective applications and podiatric surgeon resident elective applications, all clinical observer applications and renewals, and all independent visiting medical student applications, renewals and cancellations
• Be the primary contact person for applicants, licensees, third parties and CPSBC staff regarding requirements for licensure
• Review lists, check information and update database
• Process all applications, take payment, issue receipt, process criminal record check and ensure applicant meets CPSBC English language proficiency requirements
• Process all associated correspondence, emails and phone calls from applicants, licensees, and third parties
• Identify affirmative answers, check reports and submit files to licensing compliance, where necessary
• Ensure licence confirmation emails are sent and file paperwork
• Maintain documentation linked to the applications including forms, fees, and web content
• Lead and/or assist with special projects related to the educational team
• Provide administrative support to the licensing department

Skills

• Post-secondary education with training in administrative practices or an equivalent combination of education and experience
• Excellent attention to detail and a high level of accuracy
• Demonstrated high level of initiative, time management and organizational ability
• Excellent communication skills, both written and verbal
• Strong editing and proofreading skills
• Ability to organize and set work priorities
• Ability to work both independently and as a team member
• Working knowledge of Microsoft Office applications
• Ability to maintain a calm demeanor during busy or stressful times
• Ability to exercise good judgement in recognizing the scope of authority and protecting confidential information is a must

Benefits

• Excellent working environment including a hybrid work-from-home/in-office model
• Opportunities for personal and professional growth
• Comprehensive benefits package

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