Department Administrative Coordinator

The University of British Columbia; Vancouver; On-site; CAD 69,000 - 99,000; Full time

Job summary

The University of British Columbia's Department of Surgery seeks an Administrative Coordinator to provide complex operational and administrative support to the Department Head and Director of Administration. You will help manage multi-faceted operations, assist with strategic initiatives and ensure efficient, confidential handling of information across offices and with external partners.

Responsibilities include coordinating research activities, managing communications, handling finances for

Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum of two years of related experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrates a commitment to equity, diversity, and inclusion.

Responsibilities

• Provides administrative management for research activities in the department including: serves as a project manager for the Department's annual research day, coordinates the Research Committee activities, liaises with external research offices regarding funding support, manages research project information forms, oversees the inventory of publications and research interests, and oversees the annual seed grant competition.
• Manages the Department of Surgery's recognition programs including awards and coordinating nomination packages for external recognition opportunities.
• Develops, writes, and edits content, video and photos to maintain department communications channels, including website content, announcements, newsletters and reports.
• Manages one-time and ongoing initiatives from the department's strategic planning and responds to department reviews with coordinated project teams and summary reports.
• Develops and maintains a comprehensive records management, filing and organizational system for tracking initiatives and operations.
• Oversees select research accounts including budgeting, monitoring, invoicing and year-end closing to support clinical faculty research projects.
• Coordinates and summarizes financial information related to assigned projects, events and initiatives and provides guidance on UBC financial procedures including Workday transactions.
• Manages information management initiatives including email lists, directories, and account creation/archiving.

Skills

Diversity & inclusion commitment

Education

Undergraduate degree in a relevant discipline

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.

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:
  • Serves as a project manager for the Department's annual research day
  • Coordinates the Research Committee activities
  • Liaises with external research offices regarding funding support, research facilitation support
  • Manages research project information forms
  • Oversees the inventory of publications and research interests
  • 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 with Workday financial transactions including travel arrangements, overseeing petty cash, and reimbursements for the Department Head.
• Manages a variety of information management initiatives including, overseeing the maintenance and accuracy of email lists and directories, UBC email account creation and archiving, health authority software and email acquisition and archiving.
• Supports the Director of Administration and Department Head with complex scheduling duties.
• Contributes to a respectful, inclusive working environment.
• Performs other related tasks as required to meet the operational needs of the department.

Working Conditions

The workstation is in the Department of Surgery administration office.

Consequence of Error/Judgement

The incumbent must exercise considerable judgment and requires a high level of organizational skills to fulfill responsibilities, balance priorities, and ensure workflows are efficient and timely. The incumbent deals with communications which are sensitive and confidential in nature and demand excellent communication and interpersonal skills, integrity, and confidentiality. They need to demonstrate initiative and sound judgment to assess and respond to issues and resolve administrative problems. The incumbent must be able to ascertain and interpret guidelines and policies for the efficient implementation of policies and procedures.

Supervision Received

The Administrative Coordinator reports to the Director of Administration. The incumbent works independently under the broad guidelines established and updates the Director of Administration on matters only as needed. Supervision Given None.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum of two years of related experience, or the 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

• Demonstrated experience with web-based communication tools.
• Demonstrated experience in office administration, including managing daily operational tasks, coordinating schedules and supporting team workflows.
• Proven ability to establish and maintain positive working relationships with individuals at all levels of an organization.
• Ability to contribute to a respectful, cooperative and supportive work environment.
• Ability to work independently and as part of a team.
• Demonstrated ability to implement, establish, set priorities, and meet deadlines as well as to develop strategic plans relevant to the department’s academic and research programs.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to understand and apply policies, procedures, and instructions.
• Highly effective analytical, oral and written communication, organizational, problem-solving, conflict resolution, and interpersonal skills.
• Ability to exercise leadership, a high degree of judgement, tact, discretion and initiative in all areas of responsibility.
• Ability to analyze and redesign work flows, operational processes to make them more efficient and effective.
• Knowledge of University policy and procedures and demonstrated experience with complex institution financial processing preferred.
• Experience in budgets preparation and forecasting, account reconciliation and financial reporting.
• Experience in research administration and financial management.

Equal Opportunity Statement

Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence.