Administrative Coordinator, Postgrad Office

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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 Administrative Coordinator provides administrative support to the Associate and Assistant Deans Postgraduate Medical Education (PGME) Faculty of Medicine and the Director of Administration Postgrad Medical Education. They will be responsible for managing all aspects of the Deans and Director of Administration s intensive and demanding calendars including the scheduling of large group and committee meetings booking of travel arrangements and organizing catering. They will be expected to accommodate requests to meet with the Deans and Director of Administration identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which enquiries requests and problems to handle on own initiative.

This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine diplomatic persuasiveness tact discretion good judgment initiative and the ability to work independently and cooperatively. Consistent with the Faculty s Professional Standards document the Faculty is committed to the highest level of professionalism in all interactions whether they are emails letters or in person.

The PGME Office is responsible and accountable for all funding received from the Ministry of Health and for managing and guiding all Postgraduate Royal College and Family Medicine residency programs offered within the Faculty of Medicine at all 18 sites across the province of British Columbia. Additionally this position will be required to have regular interaction with the various hospitals health

authorities government agencies and partner institutions both local national and internationally.

The UBC Faculty of Medicine through its Office of Postgraduate Medical Education (PGME) provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1400 in 2024.

The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas and must be carry out the role accordingly. As this position will evolve given the various special projects that arise the incumbent must be comfortable working with ambiguity and change. This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine diplomatic persuasiveness tact discretion good judgment initiative and the ability to work independently and cooperatively. Consistent with the Facultys Professional Standards document the Faculty is committed to the highest level of professionalism in all interactions whether they are emails letters or in-person.

The required work is conducted in the Office of Postgraduate Medical Education in the City Square office building in Vancouver. This position is eligible for hybrid work arrangements.

ORGANIZATIONAL STATUS

This position reports to the PGME Infrastructure and Operations Manager and is considered part of the PGME Administrative Support Team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the Postgraduate Infrastructure and Operations Manager. This role directly supports the PGME Associate and Assistant Deans and Administrative Director and is expected to work independently under minimal supervision. This position interacts with Residents Department and Division Heads Program Directors Program Staff and outside agencies such as The College of Physicians and Surgeons of British Columbia The Ministry of Health and Resident Doctors of BC. This position deals with sensitive restricted confidential matters and consults with the Postgraduate Manager on complex issues.

Postgrad Medical Education sits within the Faculty of Medicine. The largest of the 12 faculties at the University the Faculty of Medicine (FOM) is composed of 19 academic basic science and/or clinical departments and a number of schools research centres and institutes. The Faculty s annual consolidated budget is over $600 million including operating research special purpose endowment and trust funds. The Faculty has approximately 1800 administrative support technical/research and management and professional staff as well approximately 650 full-time academic and 6500 clinical faculty members. Together with its partners including BC s six Health Authorities and their affiliated teaching hospitals the Faculty provides innovative programs in the areas of health and life sciences through a province-wide delivery model. University-based teaching research and administrative sites include UBC Point Grey UBC Okanagan the Universities of Victoria and Northern BC home to our affiliated medical school training programs as well as other education centres. Faculty staff and students are also located within our clinical academic campuses in hospital settings (e.g. Vancouver General Hospital) and other regionally based centres across the province (e.g. Fort St. John General Hospital).

WORK PERFORMED

• Acts as personal and confidential Assistant to the PGME Deans and the Administrative Director PGME. Schedules numerous appointments and coordinates meetings; books rooms and arranges catering as required. Adapts appropriately to changing requirements and needs in regard to scheduling details.

• The calendar of the PGME Deans and Director of Administration PGME is very complex and as a consequence the Executive Assistant is required to maintain regular communication with the PGME Deans and Director of Administration PGME to ensure the calendar is up to date and aware of all items.

• Manages the electronic calendar and screens requests for appointments. Dealing with a high volume of requests exercises tact and discretion in prioritizing requests for appointments. Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations. Keeps the PGME Deans and Director of Administration PGME informed about the schedule. Works with the PGME Deans clinical scheduling secretaries to arrange times for clinical appointments at hospital sites.

• Screens a high volume of incoming emails and telephone calls and requests for meetings with the PGME Deans; determines which matters require urgent attention and responds appropriately. Uses diplomacy persuasiveness and tact in dealing with members of the senior government and University Health Authority officials donors students and the general public.

• Responds to e-mail telephone and in-person inquiries from the Dean s Office Faculty of Medicine other UBC units and the general public relating to both the PGME Deans and Director of Administration PGME schedule and inquiries either general or complex in nature. Where necessary in consultation with the Infrastructure and Operations Manager PGME triages redirects and tracks the incoming and outgoing paper and electronic mail.

• Ensures PGME Deans correspondence requesting information or meetings is tracked and followed up.

• Prepares correspondence policies letters and other documents in either draft or final format much of which is sensitive and confidential from handwritten materials meetings brief oral instructions or notes tapes and/or e-mails.

• Attends and takes minutes for PGME Committees as required.

• Researches prioritizes and determines appropriate course of action referral or response on matters identified by the PGME Deans Director of Administration PGME.

• Coordinates all travel arrangements for the PGME Deans and Director of Administration PGME including airline hotel visas and ground transportation; these arrangements are often of a complex nature and require a high level of coordination. Prepares complex reimbursement of travel expenses.

• Manages the PGME Deans records management system including filing creating/maintaining files culling existing files packaging files for archiving.

• Assembles and maintains bring forward materials from a variety of sources for the PGME Deans and Director of Administration PGME meetings.

• Prepares and distributes agendas and other meeting materials; makes appropriate arrangements for room bookings travel catering videoconferencing connection for meetings and PGME events; takes minutes and meeting notes as required.

• Deals with External Stakeholders Program Directors faculty members staff and others in a professional manner on behalf of the PGME Deans Director of Administration PGME and the PGME Office by phone e-mail and in person.

• Prepares and verifies a variety of forms which require the signature of the PGME Deans and Director of Administration PGME.

• Handles requests for information and data for specific projects and tracks through to completion.

• Creates and maintains databases and directories.

• Maintains accounts and passwords.

• Acts as a back-up for the Administrative Assistant PGME and other members of the Administrative Support team as required.

• Creates requisitions for catering supplies and materials as required.

• Handles enquiries of both a non-routine and routine nature.

• May be required to work outside regular working hours including occasional early/late meetings.

• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

CONSEQUENCE OF ERROR

This position requires judgment tact discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics potential systemic racism conflict of interest standards government relations personnel questions etc. Errors could have a negative impact on the PGME Office the Faculty and the University resulting in legal action negative public relations financial costs and loss of credibility. Unusual issues brought to the attention of PGME Deans and/or the Director of Administration PGME.

SUPERVISION RECEIVED

Reports to and works under the direction of the PGME Infrastructure and Operations Manager under the supervision of the Director of Administration PGME. Works closely with the PGME Deans Director of Administration Senior Manager Learner Support and Senior Manager Learning and Quality Improvement PGME and the PGME Admin Support Team. Performs duties independently and in accordance with established procedures.

SUPERVISION GIVEN

None. May explain work procedures to new temporary staff students and/or volunteers.

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 ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

QUALIFICATIONS

• Willingness to respect diverse perspectives including perspectives in conflict with ones own

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

• Must have intermediate level skills in Microsoft Office programs including Outlook Word Excel and PowerPoint.

• Demonstrated strong ability to manage Outlook and related electronic platforms (doodle polls).

• Ability to use internet applications and tools at an intermediate level; experience scheduling conflicts coordinating meetings and scheduling the days activities appropriately including planning scheduling and organizing a variety of projects and/or events often concurrently.

• Demonstrated ability to prioritize work (gathering recording and organizing information) multi-tasking working under pressure and meeting deadlines.

• Attention to high-level detail required.

• Ability to exercise sound judgment on a daily basis including determining nature and urgency of inquiries and issues and triaging appropriately. Flexible comfortable working in ambiguity and high action orientation and invigorated by change.

• Experience with videoconferencing an asset. Relevant UBC experience preferred.

• Ability to type 60 wpm transcribe dictation and operate a normal range of office equipment.

• Superior skills verbal and written communication including ability to politely screen calls and

• direct as appropriate; ability to compose correspondence reports presentations and other written materials using clear concise business

• English.

• Ability to exercise high level of tact and discretion project a positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty staff and learners.

• Ability to work independently but also function collegially within a close team-working environment.

• Comfortable learning new technologies.

• Knowledge of University policies and procedures preferred. Superior knowledge of file and records classification systems and processes.

• Ability to work after regular hours and weekends as required.