Administrative Coordinator, Postgrad Office

The University of British Columbia; Vancouver; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

Join a dynamic and innovative team at a leading educational institution as an Administrative Coordinator. In this pivotal role, you'll provide essential support to the PGME leadership, managing complex schedules and facilitating communication across various departments. Your organizational skills and attention to detail will ensure the smooth operation of postgraduate medical education programs. This position offers a unique opportunity to contribute to a diverse and inclusive workplace while engaging with a variety of stakeholders, from faculty to health authorities. If you're looking for a fulfilling career in a collaborative environment, this role is perfect for you.

Qualifications

• 4+ years of related experience in administrative support.
• Strong skills in Microsoft Office and electronic scheduling.

Responsibilities

• Provide administrative support to PGME Assistant Deans and Senior Leadership.
• Manage complex calendars and coordinate meetings and travel.

Skills

Microsoft Office

Organizational Skills

Communication Skills

Time Management

Problem Solving

Education

High School Graduation

Two-Year Post-Secondary Diploma

Tools

Outlook

Word

Excel

PowerPoint

Job description

Administrative Coordinator, Postgrad Office page is loaded

Administrative Coordinator, Postgrad Office

Apply locations UBC Off-Campus Hospital Sites time type Full time posted on Posted Yesterday job requisition id JR20803 Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title

Administrative Coordinator, Postgrad Office

Department

Postgraduate Operations Support | Medical Postgraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

May 24, 2025

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1500 in 2025.

The Administrative Coordinator provides administrative support to the Assistant Dean, Postgraduate Medical Education (PGME), Learner Support as well as the Assistant Dean, PGME, Educational Program Support & Quality Improvement. They will be responsible for managing all aspects of the Assistant Deans’ intensive and demanding calendars including the scheduling of large group and committee meetings, booking of travel arrangements, and organizing catering. They will be expected to accommodate requests to meet with the Assistant Deans, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which enquiries, requests and problems to handle on own initiative. This position works together with the Administrative Coordinator who supports the Associate Dean, PGME, Assistant Dean, Engagement and Regional Support and PGME Director of Administration to collaboratively support all PGME Leadership roles.

The PGME Office is responsible and accountable for all funding received from the Ministry of Health and for managing and guiding all Postgraduate Royal College and Family Medicine residency programs offered within the Faculty of Medicine at all sites located across the province of British Columbia. Additionally, this position will be required to have regular interaction with the various hospitals, health authorities, government agencies and partner institutions, both local, national and internationally.

The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas, and must be carry out the role accordingly. As this position will evolve given the various special projects that arise, the incumbent must be comfortable working with ambiguity and change. This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person.

The required work is conducted in the Office of Postgraduate Medical Education in the City Square office building in Vancouver and via hybrid work from home arrangements.

Organizational Status
This position reports to the PGME Infrastructure and Operations Manager and is considered part of the PGME Administrative Support Team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the PGME Infrastructure and Operations Manager. Direction is also provided by the PGME Director of Administration, Senior Manager, Learner Support, and Senior Manager, Learning & Quality Improvement. This role directly supports two PGME Assistant Deans and is expected to work independently under minimal supervision. This position interacts with Residents, Department and Division Heads, Program Directors, Program Staff and outside agencies such as The College of Physicians and Surgeons of British Columbia, the Royal College of Physicians and Surgeons of Canada, the College of Family Practice of Canada, the Ministry of Health, and Resident Doctors of BC. This position deals with sensitive, restricted, confidential matters and consults with the PGME Infrastructure and Operations Manager on complex issues.

Postgrad Medical Education sits within the Faculty of Medicine. The largest of the 12 faculties at the University, the Faculty of Medicine (FOM) is composed of 19 academic basic science and/or clinical departments and a number of schools, research centres and institutes. The Faculty’s annual consolidated budget is over $600 million including operating, research, special purpose, endowment and trust funds. The Faculty has approximately 1800 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 6500 clinical faculty members. Together with its partners including BC s six Health Authorities and their affiliated teaching hospitals, the Faculty provides innovative programs in the areas of health and life sciences through a province-wide delivery model. University-based teaching, research, and administrative sites include UBC Point Grey, UBC Okanagan, the Universities of Victoria and Northern BC, home to our affiliated medical school training programs as well as other education centres. Faculty, staff and students are also located within our clinical academic campuses in hospital settings (e.g. Vancouver General Hospital) and other regionally based centres across the province (e.g. Fort St. John General Hospital).

Work Performed

Administrative Support for PGME Assistant Deans and Senior Leadership:

• Acts as personal and confidential Assistant to the PGME Assistant Dean, Learner Support as well as the PGME Assistant Dean, Educational Program Support & Quality Improvement. Works collaboratively with the Administrative Coordinator for the PGME Associate Dean, PGME Assistant Dean, Engagement and Regional Support, and PGME Director of Administration to support the PGME Leadership Team. Schedules numerous appointments and coordinates meetings; books rooms and arranges catering as required. Adapts appropriately to changing requirements and needs in regard to scheduling details.
• The calendar of the PGME Deans and Director of Administration, PGME, is very complex and as a consequence, the Executive Assistant is required to maintain regular communication with the PGME Deans and Director of Administration, PGME, to ensure the calendar is up to date and aware of all items. The calendar is to be managed with a view to achieving the optimum utilization of the Deans available time, in consideration of urgency and importance.
• Manages the electronic calendar and screens requests for appointments. Dealing with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments. Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations. Keeps the PGME Deans informed about the schedule. Works with the PGME Deans clinical scheduling secretaries to arrange times for clinical appointments at hospital sites.
• Screens a high volume of incoming telephone calls and requests for meetings with the PGME Deans; determines which matters require urgent attention and responds appropriately. Uses diplomacy, persuasiveness and tact in dealing with members of the senior government and University, Health Authority officials, donors, students and the general public.
• Responds to e-mail, telephone and in-person inquiries from the Dean’s Office, Faculty of Medicine, other UBC units and the general public relating to both the PGME Assistant Deans schedule and inquiries, either general or complex in nature. Where necessary, in consultation with the PGME Infrastructure and Operations Manager, triages, redirects, and tracks the incoming and outgoing paper and electronic mail.
• Ensures PGME Deans correspondence requesting information or meetings is tracked and followed up.
• Prepares correspondence, policies, letters, and other documents in either draft or final format, much of which is sensitive and confidential, from handwritten materials, meetings, brief oral instructions or notes, recordings, and/or e-mails.
• Attends and takes minutes for PGME Committees as required.
• Provides administrative support for the Program Directors and Administrators Workshop Planning Committee.
• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the PGME Assistant Deans, PGME Director of Administration, Senior Manager, Learner Support or Senior Manager, Learning & Quality Improvement.
• Coordinates all travel arrangements for the PGME Assistant Deans, including airline, hotel, visas, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination. Prepares complex reimbursement of travel expenses.
• Manages the PGME Assistant Deans’ records management system including filing, creating/maintaining files, culling existing files, packaging files for archiving.
• Prepares and distributes agendas and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, videoconferencing connection; takes minutes and meeting notes as required.
• Engages with External Partners, Program Directors, faculty members, staff, and others in a professional manner on behalf of the PGME Assistant Deans and the PGME Office by phone, e-mail, and in person.
• Prepares and verifies a variety of forms which require the signature of a member of the PGME leadership team.

Coordinates and supports the PGME Oversight Committee, duties include:

• Communicating with the Committee Chair to schedule meetings and submit invitations to committee members.
• Setting Committee agendas in conjunction with the Chair and minuting each meeting.
• Collecting documentation from residency programs and the resident in support of Oversight Committee business, and making them available to committee members via a confidential document management folder.
• Tracking faculty participation on the committee to ensure that they are compensated for their participation.
• Providing information about the Oversight Committee to residents and residency programs as needed.
• Follow-up as needed on Oversight Committee items.

Coordinates and supports the PGME resident appeals process, duties include:

• Supporting the PGME Dean and PGME Director of Administration in gathering all appeal documentation and confirming members of the Appeal Committee.
• Scheduling meetings and hearings on behalf of the Appeal Committee.
• Compiling and distributing sensitive and confidential documentation for the Appeal Committee.
• Acting as a central point of contact for appellant, relevant program, appeal committee members and legal counsel in preparation for appeal hearings.
• Ensuring adherence to Postgraduate Medical Education Trainees Appeal Policy throughout appeal process.
• Providing administrative support during meeting as required.

General PGME Office support:

• Handles requests for information and data for specific projects, and tracks through to completion.
• Supports the PGME Director of Administration and Infrastructure and Operations Manager with Freedom of Information (FOI) record management and review as needed.
• Creates and maintains databases and directories.
• Maintains accounts and passwords.
• Acts as a back-up and provides cross-coverage for the Administrative Coordinator, PGME and other members of the Administrative Support team as required.
• Creates requisitions for catering, supplies and materials as required.
• Handles enquiries of both a non-routine and routine nature.
• May be required to work outside regular working hours, including occasional early/late meetings in support of the Deans schedule.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, potential systemic racism, conflict of interest, standards, government relations, personnel questions, etc. Errors could have a negative impact on the PGME Office, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Unusual issues brought to the attention of PGME Deans and/or the Director of Administration, PGME.

Supervision Received
Reports to and works under the direction of the PGME Infrastructure and Operations Manager, under the supervision of the Director of Administration, PGME. Works closely with each of the PGME Deans, Director of Administration, Senior Manager Learner Support and Senior Manager Learning and Quality Improvement PGME, and the PGME Admin Support Team. Performs duties independently and in accordance with established procedures.

Supervision Given
None. May explain work procedures to new, temporary staff, students and/or volunteers.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Must have intermediate to senior level skills in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated strong ability to manage Outlook and related electronic platforms (doodle polls).
• Ability to use internet applications and tools at an intermediate to senior level; experience scheduling conflicts coordinating meetings and scheduling the day’s activities appropriately, including, planning, scheduling and organizing a variety of projects and/or events, often concurrently.
• Demonstrated ability to prioritize work (gathering, recording and organizing information), multi-tasking, working under pressure and meeting deadlines.
• Attention to high-level detail required.
• Ability to exercise sound judgment on a daily basis, including determining nature and urgency of inquiries and issues and triaging appropriately. Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.
• Experience with videoconferencing and teleconferencing required. Relevant UBC experience preferred.
• Ability to type 60 wpm, transcribe dictation and operate a normal range of office equipment.
• Superior skills verbal and written communication, including ability to politely screen calls and direct as appropriate; ability to compose complex correspondence, reports, presentations and other written materials using clear, concise business English.
• Ability to exercise high level of tact and discretion, project a positive image and be diplomatic in stressful situations while, maintaining confidentiality in dealing with faculty, staff and learners.
• Ability to work independently, but also function collegially within a close team-working environment.
• Ability to resolve work issues. Ability to independently apply a broad knowledge of policies and procedures.
• Comfortable learning new technologies.
• Knowledge of University policies and procedures preferred. Superior knowledge of file and records classification systems and processes.
• Ability to work after regular hours and weekends as required.