Administrative Coordinator, VDE

University of British Columbia; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution in Vancouver is seeking an Administrative Coordinator for the Faculty of Medicine's Office of the Vice Dean, Education. This role involves providing confidential administrative support, managing curriculum proposals, and maintaining records management systems. Candidates should have a post-secondary diploma and experience in a related field. Strong communication and organizational skills are essential for success in this dynamic environment.

Qualifications

• High School graduation and four years of related experience or equivalent education.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Provide confidential administrative and coordination support.
• Facilitate curriculum change proposals through the FoM curriculum pathways.
• Manage the records management system for FoM Curriculum requests.

Skills

Excellent written and verbal communication skills

Strong analytical and problem-solving skills

Ability to build and maintain collaborative relationships

Strong time management and organizational skills

Education

Two year post-secondary diploma

Tools

MS Office

Job description

Overview

Staff - Union Job Category CUPE 2950. Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8). Job Title: Administrative Coordinator, VDE. Department: Office Support | Office of Education | Faculty of Medicine. Compensation Range: $4,739.00 - $5,102.00 CAD Monthly. Posting End Date: October 7, 2025. Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date: Ongoing.

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.

Responsibilities

The Administrative Coordinator provides confidential administrative and coordination support to areas within the Office of the Vice Dean, Education (OVDE) in UBC Faculty of Medicine; specifically, the Faculty of Medicine (FoM) Curriculum Team. The Office of the Vice Dean, Education provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. It supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

• Support the core functions of the FoM Curriculum Team and OVDE, facilitating curriculum change proposals through the FoM curriculum pathways from inception to Senate approval, ensuring all steps are followed and that the impact of structural decisions is considered.

• Work with the Curriculum Pathways Advisory Council (CPAC), FoM governance committees and councils and external stakeholders to ensure all aspects of new (or major changes to) program, certificate, and course development are addressed, including program descriptions, course syllabi, grading systems, calendar entries, consultations, and all other documentation required for curriculum proposals.

• Manage the records management system for FoM Curriculum requests, track proposals from initiation to final approval and implementation, and produce statistics and reports as requested.

• Coordinate meetings for the FoM Curriculum Team, including cross-site and inter-regional meetings; manage high-priority requests, prepare and distribute supporting documents, and record minutes with action items.

• Assist with development and implementation of FoM Curriculum pathways procedures for initiatives outside established pathways, and coordinate projects with multiple stakeholders and deadlines.

• Maintain and update standard operating procedures (SOP) for the FoM Curriculum Team.

Office of Vice Dean, Education (OVDE)

• Facilitate awards adjudicated by OVDE, coordinating the process and escalating issues as needed.

• Coordinate OVDE events and representative duties (e.g., kitchen duties, annual events).

• Serve as primary contact for office supplies and miscellaneous requests.

• Support the FoM Vancouver Summer Program portfolio and coordinate orientation and farewell events for cohorts when needed.

• Provide back-up coverage to the Executive Administrative Coordinator and other OVDE portfolios as needed.

• Follow records management protocols for OVDE records; handle confidential information and maintain databases, distribution lists, software accounts and passwords; draft reports and coordinate meeting logistics, agendas, and minutes; prioritize conflicting deadlines.

• Assist with financial processes including expense claims, reimbursements, and basic budget tracking for OVDE events and activities.

• Provide orientation and training support for new or temporary staff as appropriate.

• Maintain and update SOPs outside of the curriculum pathways portfolio for OVDE responsibilities.

• Perform other duties as required to meet OVDE operational needs.

Qualifications

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 equity, diversity, and inclusion

Preferred Qualifications

• Excellent written and verbal communication skills, including the ability to write clearly for various audiences, communicate with tact and discretion, convey complex information clearly and accurately, and deliver effective presentations.

• Effective public speaking skills, with the ability to guide and support colleagues and relevant parties.

• Ability to make informed decisions within familiar parameters, remain adaptable, and respond to shifting priorities; uses sound judgment and escalates as needed.

• Strong analytical and problem-solving skills; interpret ambiguous situations and provide clear recommendations.

• Ability to build and maintain collaborative relationships with diverse individuals.

• Proven ability to maintain accurate records, organize documents, and manage data confidentially.

• Ability to take initiative, work independently and in a team-based environment.

• Strong time management and organizational skills; prioritize competing demands and meet tight deadlines with accuracy.

• High proficiency in MS Office and ability to learn new software and tools.

• Knowledge of University and Faculty of Medicine policies, governance, and administrative systems is preferred.

Consequence of Error content intentionally retained from original but summarized in alignment with policy; professional standards apply.