Executive Administrative Coordinator, Office of the Vice Dean, Education

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Vancouver seeks an Executive Administrative Coordinator to provide high-level support to senior leadership in the Faculty of Medicine. Responsibilities include managing demanding calendars, organizing meetings, and ensuring timely responses to various inquiries. Ideal candidates will demonstrate strong organizational skills, discretion, and proficiency in MS Office. The role offers a competitive salary in a dynamic work environment.

Qualifications

• 4+ years of related experience or equivalent education.
• Strong ability to maintain electronic calendars and schedule activities.
• Ability to maintain confidentiality with sensitive information.

Responsibilities

• Manage executive calendars for senior leadership.
• Coordinate meetings and events for the Office of the Vice Dean.
• Prepare briefing materials and correspondence.

Skills

Organizational skills

Communication skills

Discretion and judgment

Time management

Education

High School graduation + two-year post-secondary diploma

Tools

MS Office Business Productivity Tools

Job description

Overview

Staff - Union Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Administrative Support 5 (Gr8) Job Title Executive Administrative Coordinator, Office of the Vice Dean, Education 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

Job Summary

The Executive Administrative Coordinator provides high-level executive administrative support to senior leadership of the Office of Vice Dean, Education (OVDE), Faculty of Medicine which comprises the Vice Dean, Education (VDE), the Senior Director, Education Programs & Services (SD), the Administrative Director (AD).

This position is responsible for managing all aspects of the VDE, the SD, and the AD’s intensive and demanding calendars including the scheduling and supporting of large group and committee meetings, booking travel arrangements, and organizing events and catering. The Executive Administrative Coordinator serves as a key representative of the OVDE senior leadership, often acting as the first point of contact for internal and external units, requiring discretion, diplomacy, and sound judgement.

The individual will be expected to meet with the VDE, the SD, and the AD to identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate. This includes triaging competing demands, anticipating leadership needs, and ensuring that critical issues receive timely attention.

In addition to providing executive calendaring support, the position will assist with the daily operations of the OVDE, including facilitation of various annual projects, events, and initiatives. The individual will be responsible for the workflow of all documents and financial files that require the review and approval of the VDE, the SD, and the AD.

The Executive Administrative Coordinator will need to learn and retain a thorough familiarity and knowledge of the VDE, the SD, and the AD’s portfolio, including all senior executive activities the VDE, the SD, and the AD are involved with, initiatives and priorities taken on by the FoM at large.

As the OVDE is responsible for education specific strategic initiatives and priorities, the incumbent hired into this position must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-paced environment of the Faculty of Medicine.

This position will be based at the UBC Vancouver Campus, specifically the Djavad Mowfaghian Centre for Brain Health (DMCBH). The incumbent will occasionally be required to work flexible hours with occasional travel to other sites (e.g., Diamond Health Care Centre) to support operational activities within the OVDE.

Organizational Status

The Office of the Vice Dean, Education (OVDE) provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. The OVDE 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 and institutional priorities.

The OVDE is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Universities of Victoria, Northern British Columbia, and UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Additionally, this position interacts regularly with members of the Education portfolio, the Office of the Dean, UBC Faculty of Medicine, UBC Central, and external agencies.

Work Performed

• Strategically manages the time and commitments of the Vice Dean, Education (VDE), the Senior Director, Education Programs and Services (SD), and the Administrative Director (AD). Reviews and assesses requests for meetings to ensure they meet the VDE, the SD, and the AD’s constantly changing goals and priorities; and exercise judgment as to the best use of the VDE, the SD, and the AD’s time. Consults with the Executive Assistant Manager as needed when it comes to finalizing and resolving complex or nuanced meeting requests. Responsible for room booking, arranging videoconferencing connections, and arranging catering as required.
• Uses diplomacy, persuasiveness, discretion and tact in prioritizing meeting requests and in all interactions with internal faculty and staff leaders, members of the senior government and University, Health Authority officials, donors, learners, and the general public. Identifies conflicts, creates plans/provides solutions and strategies, and keeps the VDE, the SD, and the AD apprised of their evolving schedule at all times.
• Assembles, maintains and brings forward materials from a variety of sources for the VDE, the SD, and the AD’s attention to support the VDE, the SD, and the AD’s with meeting preparation. Ensures briefing materials are accurate, concise, and tailored to support decision-making.

• Responsible for ensuring the VDE, the SD, and the AD has office space booked at the varying work sites (e.g. DMCBH, GLDHCC, IRC, City Square, etc.) when the schedule entails the VDE, the SD, and the AD to be in-person.
• Responds to e-mail, telephone and in-person inquiries from units within the Faculty of Medicine, UBC, UBC, Ministry, and the general public relating to the VDE, the SD, and the AD’s schedules and inquiries, either general or complex in nature. Where necessary, in consultation with the Executive Assistant Manager, triages, redirects, and tracks incoming and outgoing paper and electronic mail. Acts as the first point of contact for OVDE leadership, representing the office with professionalism and ensuring timely and appropriate responses.
• Prepares correspondence, forms, reports, and other documents in either draft or final format, much of which is sensitive and confidential, from handwritten materials, brief oral instructions or notes, and/or e-mails.
• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the VDE, the SD, and the AD. Provides proactive recommendations to support leadership decision-making and follow-through on strategic priorities.
• Prepares, tracks, and processes a variety of forms and documents which require the review, approval and/or signature of the VDE, the SD, and the AD. Works with the HR Team to ensure accuracy of appointment forms and contracts for all of VDE direct reports. Works with various unit Assistants or Financial Officers to verify budgetary information and supporting documentation of financial documents. Maintains strict confidentiality when handling documents.
• Coordinates all travel arrangements for the VDE, the SD, and the AD including airline, hotel, visas, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to detail. Prepares complex reimbursement of travel expenses.
• Responsible for all VDE, SD, and AD equipment purchases, equipment and software troubleshooting including submission and tracking of service tickets through to completion with FoM Digital Solutions.

• In collaboration with the Manager and Executive Assistant Manager, supports a variety of standing committees, councils and working group meetings. Prepares and distributes agendas and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, and videoconferencing connection; takes minutes and meeting notes as required; tracks and follows up with various committee members or guests on outstanding action items.
• In collaboration with the Executive Assistant Manager, coordinates a variety of annual projects, events and initiatives including but not limited to: retreats, delegate visits, annual performance assessments, education portfolio recruitments, unit budget reviews, and distributed site visits.

• Follows the records management system established within the OVDE when filing records, creating/maintaining records, culling existing records, packaging/filing records away for archiving. This includes but not limited to the maintenance of existing databases, distribution lists, and software accounts and passwords.
• Provides support and basic onboarding training for new administrative staff as required.
• Acts as a back-up for the Executive Assistant Manager and other members of the Education portfolios as required.
• Performs other duties as required to meet the operational needs of the OVDE.

Consequence of Error

Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. The Office of the Vice Dean, Education (OVDE) routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgement with internal and external constituents could have a negative impact on the OVDE, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgement. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Supervision Received

Reports directly to the Executive Assistant Manager, Office of the Vice Dean, Education (OVDE). Works closely with and takes direction from the Vice Dean, Education, the Senior Director, Education Programs and Services, and the Administrative Director. This position will also receive work direction from the Senior Manager, and the Manager, OVDE. Performs familiar duties independently and in accordance with established procedures.

Supervision Given

Provides onboarding and training as needed to FoM Education portfolio staff. Supervises work learn students or temporary staff.

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

Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.

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

Strong time management and organizational skills, with the ability to prioritize competing demands, work under pressure, and meet tight deadlines while maintaining a high level of accuracy and attention to detail.

Ability to make informed decisions within familiar parameters, remain adaptable and flexible in changing environment, and respond constructively to changing priorities. Uses sound judgement to determine the nature and urgency of inquiries and knows when to triage and escalate situations as needed.

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

Ability to gather, record and organize information with strong attention to detail, while exercising tact and maintaining confidentiality when required.

Ability to build and maintain collaborative working relationships with individuals from diverse background and roles.

Experience with videoconferencing and teleconferencing an asset.

Experience in a customer service oriented role preferred.

High proficiency in current version of MS Office Business Productivity Tools and the ability to learn and adapt to new operating systems, software, and tools.

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