Administrative Assistant, Registration

Posted 3 days ago

Job Details

Contract

Location

Vancouver, BC

Salary

dollar sign 50,574 to 63,217 per year

Job Description

Two full-time contracts (five and ten months each)

Position summary

Reporting to the registration supervisor, the administrative assistant is primarily responsible for processing and coordinating the following: medical student and podiatric surgeon student elective applications, resident elective and podiatric surgeon resident elective applications, fellow and trainee applications, clinical associate applications, clinical observer applications and renewals, educational applications, UBC medical student renewals and queries, independent clinical experiences, and parental leave class changes and queries.

Duties and responsibilities

Duties include but are not limited to the following:

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, registrants, 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 registration compliance when required
- respond to all associated correspondence, emails and phone calls from applicants, registrants 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, registrants, 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, registrants and third parties
- identify affirmative answers, check reports and submit files to registration 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
other related duties as required
- provide administrative support to the registration department

Skills and qualifications

Required skills and qualifications include:

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

The compensation range for this position is based on an annual salary range of $50,574 to $63,217 per year.

The College of Physicians and Surgeons of British Columbia (CPSBC) has been recognized as one of BC's top employers since 2011 and as a certified Living Wage Employer in BC since 2025. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

CPSBC is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

CPSBC values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

CPSBC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.

About College of Physicians and Surgeons of BC

The College of Physicians and Surgeons of British Columbia regulates the practice of medicine under the authority of provincial law. All physicians who practise medicine in the province must be registrants of the College. The College’s overriding interest is the protection and safety of patients, and the quality of care they receive from their physicians. Regulation of the medical profession is based on the foundation that the College must act first and foremost in the interest of the public. The primary function of the College is to ensure that physicians are qualified, competent and following clearly defined standards of practice. The College administers processes for responding to complaints from patients and for taking action if a physician is practising in a manner that is incompetent, unethical or illegal. The College also administers a number of quality assurance initiatives to ensure physicians remain competent to practise medicine throughout their professional lives. The College is governed by the Health Professions Act, and the Regulations and Bylaws made under the Act. A board comprised of 10 peer-elected physicians and five public representatives appointed by the Ministry of Health are responsible for the governance of the College. The daily operations of the College are administered by the registrar (CEO) and other medical and professional staff. Read our social media policy here: https://www.cpsbc.ca/files/pdf/CP-Social-Media.pdf