Department Coordinator

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

UBC's Department of Emergency Medicine seeks a Department Coordinator to provide day-to-day administrative support to the Department Head and Administrative Manager, managing calendars, travel arrangements, meeting schedules, and high-priority requests.

You will draft letters, compile reports, support committee activities, coordinate interviews, and help prepare annual activity reports, while maintaining confidential files and ensuring smooth operation of the department.

Responsibilities

• Provides executive administrative support to the Department Head, and Administrative Manager: organizes the calendar by scheduling meetings, conferences, and appointments and coordinating with other schedules.
• Supports planning and coordination of travel and events for the Department Head and the strategic plan; makes travel and hotel arrangements.
• Screens incoming materials and prioritizes for the Department Head and Administrative Manager.
• Departmental contact for signing requests; arranges alternate signing authority when the Head is absent.
• Maintains Department Head's CV and drafts letters, memoranda and reports; generates and compiles statistics as needed.
• Coordinates and supports the submission process of annual activity reports for faculty.
• Provides administrative support to Departmental Committees, books rooms/Zoom, takes minutes, and distributes agendas/minutes.
• Maintains attendance records for committees and coordinates payment processing for eligible members.
• Coordinates end-to-end interview logistics for departmental recruitment and selection processes.
• Supports leadership fellowship program logistics with Harvard, including selection timeline and interview scheduling.
• Oversees staff and faculty awards nomination processes and deadlines.
• Responds to inquiries and maintains confidential departmental files.

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Department Coordinator

Department

Administrative Management | Department of Emergency Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 24, 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.

Organizational Status

This position works under the direction of the Department Head and the Administrative Manager. The position plays a key role in the Department by providing day-to-day administrative support to the Department Head and Administrative Manager and planning major Departmental events.

Work Performed

Department Head Support

Provides executive administrative support to the Department Head, and Administrative Manager:

Organizes the calendar of the Head (and at times the Administrative Manager) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimizes Head's travel time where possible.

Supports planning and coordination of travel and events for the Department Head and the strategic plan. Makes travel and hotel arrangements for the Head. Selects and assembles a schedule of meetings that the Department Head would need to attend at out-of-town conferences.

Screens incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Head and Administrative Manager.

Departmental contact for Head's signature requests, including research forms and contracts. In the Department Head's absence, arranges alternate signing authority. Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notifies appropriate parties of this alternate signing authority.

Provides support to the Department Head with teaching, scholarly, and clinical activities.

Maintains Department Head's CV.

Drafts and edits letters, memoranda and reports, and generates and compiles statistical data and reports, as needed.

Pro-actively coordinates and supports the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner.

Committee Support and General Administration

Provides administrative support to Departmental Committees, including the Department of Emergency Medicine Advisory Committee (DEMAC), the Research Committee, Executive Committee, Rounds Committee, Full-time Faculty meeting and other ad-hoc committees. These duties include but are not limited to: booking rooms (or zoom calls), taking minutes, proactively distributing agenda and minutes in a timely fashion and maintain attendance records. Schedules Departmental Meetings, collects information, and develops agendas, materials and takes minutes for Departmental Meetings. Distributes approved minutes to the appropriate members.

Books meeting rooms, zoom calls and presentation equipment when required; arranges catering when needed.

Maintains attendance records for standing committee meetings and coordinates payment processing and documentation for eligible committee members.

Coordinates end-to-end interview logistics for departmental recruitment and selection processes, including compiling and distributing candidate application packages and interview materials, preparing draft interview question sheets, following up with panel members to support timely review, scheduling interviews, and managing Zoom access and technical coordination on interview days.

Provides end-to-end coordination and administrative support for Department's leadership fellowship program conducted jointly with Harvard, including selection timeline development, application promotion, candidate and interviewer communications, interview scheduling, panel formation, preparation of interview materials and questions, and selection-process logistics.

Oversees the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including proactively managing deadlines and completing information needed, soliciting referee requests, coordinating nomination packages.

Provides information regarding UBC policies and procedures and answers enquiries from staff, faculty and visitors.

Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature.

Oversees and maintains the confidential Departmental administrative physical and electronic files.

Develops and im