Department Administrative Coordinator

ubc; Vancouver; On-site; CAD 69,000 - 99,000; Full time

Job summary

University of British Columbia's Department of Surgery is seeking a Department Administrative Coordinator to provide complex operational and administrative support to the Department Head and Director of Administration.

You will manage regular operations and one-time initiatives, support strategic planning, communications, awards and events, and maintain comprehensive records and budgeting for research projects within a vibrant academic environment.

Qualifications

• Provides administrative management for research activities within the department.
• Manages communications, events, and awards, and supports strategic planning.
• Maintains records management and handles budgeting for projects.

Responsibilities

• Serves as a project manager for the department's annual research day.
• Coordinates the Research Committee activities and funding support.
• Oversees inventory of publications and research interests.
• Develops content for website, announcements, newsletters, and reports.
• Provides guidance on UBC financial procedures.

Skills

Project management

Communications

Financial reporting

Budgeting

Job description

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Department Administrative Coordinator

Department

Administrative Management | Department of Surgery| Faculty of Medicine

Compensation Range

$6,143.67 - $8,830.25 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

August 31, 2026

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.

Job Summary

The Department Administrative Coordinator provides complex operational and administrative support, assisting the Department Head and Director of Administration, with the management of the Department of Surgery. The incumbent manages regular operations as well as one‑time initiatives to support strategic planning and implementation initiatives. The Department Administrative Coordinator is responsible for a broad range of duties engaging in continuous quality improvement in the areas of operations planning, awards and event management, communications, research facilitation, information management, and finance .

Organizational Status

The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, Colorectal Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Surgical Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

The Department Administrative Coordinator reports to the Director of Administration and also takes direction from the Department Head. The incumbent works with staff, trainees and faculty in the Department of Surgery as well as Dean's Office, various hospitals, health authorities and research institute administrative staff to achieve excellence in many complex and diverse environments.

Work Performed

• Provides a broad spectrum of administrative management for research activities in the department including:
  • o Serves as a project manager for the Department's annual research day,
  • o Coordinates the Research Committee activities,
  • o Liaises with external research offices regarding funding support, research facilitation support,
  • o Manages research project information forms, and
  • o Oversees the inventory of publications and research interests,
  • o Oversees the annual seed grant competition.
• Manages the Department of Surgery's recognition programs including the Department's Academic Year End Event, staff recognition events, internal faculty and resident awards, and identifying external recognition opportunities and coordinating award nomination packages for them.
• Develops, writes, and edits content, video and photos to maintain and enhance the Department's communication channels, including website content, announcements, newsletters, and reports with the goal of promoting faculty, student, resident and staff engagement and raise the profile of the Department of Surgery to external stakeholders.
• Manages a variety of one-time and ongoing initiatives resulting from advancing the department's strategic planning.
• Manages the response to department reviews, including but not limited to coordinating the activities of project teams, analyzing and evaluating outcomes and developing summary reports.
• Develops and maintains a comprehensive records management, filing and organizational system to track initiatives and operations.
• Oversees select research accounts including account planning and budgeting, management and monitoring, invoice generation, financial reporting, and clearing accounts at year-end to support clinical faculty research projects.
• Coordinates and summarizes financial information related to assigned projects, events and initiatives.
• Provides guidance and training regarding UBC financial procedures including supporting faculty and staff wit