Admin Coordinator

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 comprehensive administrative support to the Department of Urologic Sciences. This role is pivotal in ensuring the efficient coordination of departmental activities including managing schedules organizing events and maintaining essential records. The incumbent will liaise with faculty staff students trainees and external partners to facilitate seamless operations within the department.

Organizational Status
Reporting directly to the Department Administrative Manager the Administrative Coordinator collaborates closely with faculty members medical staff and other administrative personnel within the department and related organizations.

Work Performed

- General Admin & HR Support

• Acting as administrative assistant to Department Administrative Manager and Vice Chair Clinical Operations.

• Manage the appointment schedules of the Department Administrative Manager and Vice Chair screening and prioritizing meeting requests.

• Coordinates the Urology Residents call schedules including all changes. ensuring updates and coordination with external agencies like BC Transplant.

• Facilitates contracts related to MOCAP grant funding and observer/visitor requests.

• Processes access requests and badges for trainees visitors and new faculty.

• Coordinates recruitment and appointment processes for clinical fellows and visiting students in collaboration with PGME and departmental admin staff.

• Coordinates the updated records of faculty CVs and supports documentation for grant applications promotions and teaching portfolios.

• Prepares and submits Workday transactions (including but not limited to appointments reappointments leaves costing allocations) and gathers documentation for ARPT and CARP processes.

• Liaises with community partners agencies and organizations to coordinate the flow of information to the department.

• Creates and updates job manual for own portfolio.

• Provides coverage for colleagues as needed.

• Performs additional administrative duties as required.

- Committee & Education Support

• Coordinates departmental committees including Leadership Research Education and Fellowship Committees.

• Prepares agendas schedule meetings records minutes and tracks follow-up actions.

• Organizes educational events such as Grand Rounds M&M rounds Research Day and weekly VPC seminar series.

• Liaises with internal and external speakers manages logistics and ensures IT support for hybrid events.

• Organizes the departments Annual Research Day ensuring all logistics materials and communications are in place.

• Organizes travel arrangements for visiting professors (VP) and faculty members including itineraries. On average 4-6 VPs a year.

• Supports videoconferencing for educational events ensuring connectivity and troubleshooting as needed.

• Schedules and facilitates visiting students undergraduate medical students and other trainees for clinic and OR observerships. Including confirming student rotations and troubleshooting any roadblocks.

• Manages event organization such as departmental end of year event resident and fellow welcome using appropriate digital platforms such as Qualtrics; handling RSVPs and evaluations.

• Coordinates visits tours conferences seminar and special events for the Department (including weekly Grand Rounds M&M rounds RCC rounds MRI rounds and other Urology rounds and other educational activities)

• Coordinate weekly VPC seminar series including confirming and scheduling internal and external speakers room bookings and facilitating IT support.

• Log and track faculty teaching hours for reporting purposes.

• Coordinate and distribute materials for educational events such as seminars and training sessions. Including sending weekly evaluation form to residents.

- Communications & Systems Support

• Maintain and update the departments website using UBCs content management system.

• Composing correspondence and distributing announcements to department members.

• Responsible for maintaining departmental faculty trainee and graduate student email lists.

• Updates the Departmental webpages as required.

• Responsible for Social Media posts on departmental news and events awards and other changes.

• Assists with creating refining and troubleshooting administrative processes as required.

• Creates posts and distributes monthly newsletter.

• Performs other related duties as necessary.
  
  - Consequence of Error/Judgement
  This position requires a high degree of accuracy confidentiality and professionalism. Errors in judgment or processing could lead to miscommunication scheduling conflicts or breaches of sensitive information potentially affecting departmental operations and reputation.
  
  Supervision Received
  Works under the general supervision of the Department Administrative Manager with considerable latitude for independent judgment and initiative.
  
  Supervision Given
  Formally trains new staff on work procedures and/or oversees work of students and/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 ones own

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

Preferred Qualifications

• Knowledge of UBC policies and procedures preferred

• Ability to maintain accuracy and attention to detail

• Ability to anticipate problems and issues and plan ahead

• Ability to effectively prioritize

• Ability to compose correspondence reports presentations and other written materials using clear concise business English

• Ability to maintain accuracy and attention to detail

• Ability to anticipate problems and issues and plan ahead

• Ability to effectively use Outlook Word Excel and PowerPoint at an intermediate level

• Ability to take and transcribe accurate meeting minutes

• Ability to prioritize and work effectively under pressure to meet deadlines

• Ability to deal with a diversity of people in a calm courteous and effective manner

• Ability to work effectively independently and in a team environment

• Ability to communicate effectively verbally and in writing

• Ability to exercise tact and discretion

• Ability to make thoughtful informed and thorough decisions

• Ability to determine the nature and urgency of inquiries and issues and triage appropriately

• Ability to work additional hours occasionally in evenings and early mornings and rarely on weekends as required