UBC Psychology Clinic: Program Assistant – Posted 07/21/14

Job Summary
Coordinates the activities of the graduate Clinical program in the Department of Psychology. Provides support for the Clinic Director and clinical faculty members; liaises with patients and health care professionals; supports training of clinical graduate students. Performs accounting functions, client services and event organization.
Organizational Status
Reports to the Clinic Director. The Manager, Research Finances supervises and assigns tasks in support of the financial activities. Interacts with graduate student clinical trainees, faculty, clients of the Clinic and health professionals, with suppliers, and with various University departments (e.g., Financial Services, Supply Management and Plant Operations).
Work Performed
Acts as the primary contact for enquiries relating to Clinic activities, policies and procedures. Responds to questions concerning services offered or redirects callers to appropriate individuals. Handles confidential client files and reports. Organizes and maintains clinic files. Uses and maintains a confidential database on clients, preparing queries and reports. Monitors use of clinic files and other material. Identifies concerns relating to confidentiality or security and resolves issues with the individual or brings the matter to the Director’s attention.
Prepares and enters financial transactions using FMS to process vouchers on-line for the Clinic as well as for clinical researchers and department operating grants (express vouchers, journal vouchers, travel and subject advances and claims, purchase requisitions and bank deposits). Identifies speedcharts and account codes for various expenditures and calculates appropriate taxes. Monitors transaction processing, reviews monthly ledger sheets, resolves moderately complex problems and irregularities relating to payroll, deficits and incorrect charges with Financial Services, vendors and researchers, and brings significant discrepancies to the attention of grant holders. Monitors expenditures for compliance with agency regulations. Explains UBC, departmental and agency policies to researchers. Tracks expenses, collects fees and prepares deposits. Supports the Director by collecting and presenting statistical data for budget reports and projections. Participates actively as a member of the departmental Finance Team to develop improvements to workflow, to streamline existing procedures and to integrate new practices.
Collects client fees and records payments on database billing system. Communicates directly with clients when fees are outstanding, reviews eligibility for subsidy programs, negotiates payment schedules and resolves other problems.
Coordinates departmental travel subsidy programs. Reviews applications, enters and tracks expenses, resolves problems, reconciles budget and provides data for budget reports.
Provides administrative support to the Clinic Director. Types correspondence, course materials, and other material from hand-written notes, dictation tapes, or drafts. Collects data and prepares material for reaccreditation reports.
Maintains supplies, equipment, forms and publications inventory. Monitors and orders supplies and resource materials for the office and for the Clinic library, including diagnostic and assessment materials, reference books and journals, and a variety of in-house forms for patient documentation. Arranges for clinical interview and recording equipment maintenance and repair.
Assists with organizing courses, workshops, seminars or colloquia. Arranges catering, obtains estimates and books facilities. Receives and confirms registrations and payments. Prepares data for budget preparation and reconciles expenditures. Maintains a database of potential registrants. Types and distributes promotional material and program handouts. May place advertisements composed by the Director in local papers. Maintains a database of workshop feedback and prepares summary reports based on this feedback.
Maintains database of internal and external practica placements. Tracks receipt of contracts and evaluations for these practica.
Maintains Criminal Record Review Program database for Clinic. Gathers and stores completed checks, and tracks renewal dates.
Helps to maintain the general professional orderliness of the waiting area, main office and consultation rooms by reporting problems and following-up on repairs. Books use of seminar and consultation rooms.
Provides back up to FPS5 position and performs other tasks relevant to the classification.
For more information and to apply visit the UBC Human Resources website (Job ID: 18850)