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.
Job Summary
The Administrative Coordinator is responsible for the administrative and operational support of the Central Administration Office within the Department of Paediatrics, in the UBC Faculty of Medicine. This position also provides administrative support for Education leadership and assists with academic events in the Department. The incumbent must use knowledge, discretion, tact, and judgment when dealing with faculty, staff and trainees’ requests and concerns. All information conveyed to stakeholders must be in accordance with Faculty and departmental policies and procedures.
The main functions include office coordination and logistical support within the academic administration office, coordination of leadership recruitments, supporting Department leadership, processing expense reimbursements, facilitate logistics for academic sessions, prepare call schedules, and attending to the numerous day to day administrative details. Tasks include coordinating office meetings, recruitment logistical bookings, purchasing of supplies, disseminating office communications and inform applicable parties. Other tasks include supporting academic sessions and events and logical support for Education leadership. This position will provide timely and accurate data and information for management to make strategic and operational decisions. The position plays a key role in ensuring the smooth running of the UBC Pediatrics Central Administration Office at BC Children's Hospital.
Organizational Status
The incumbent reports directly to the Senior Director, Administration and to the Program Manager, Education for education deliverables. The incumbent works with the Division Heads, Central Office staff, Education Leadership and the Senior Manager Education. The administrative office of UBC Department of Paediatrics is located at BC Children's Hospital in Vancouver and residents are educated at Paediatric sites throughout the province. The Department is one of the largest and most complex within the Faculty of Medicine. The Department has distributed training sites across the Province. The Department also has 20 Pediatric Subspecialty Divisions, Undergraduate Paediatric Core Year 3 clinical clerkship and the Year 4 Elective program.
Work Performed
Office Co-ordination and Administration:
Acting as the first point of contact in the academic administration office, performing duties such as receiving visitors, answering the phone and responding or directing individuals as appropriate;
Responding to specific and general (both oral and written) inquiries from staff, students, faculty, and the general public;
Handling, securing, distributing, and filing general and confidential materials and correspondences from students, staff, and faculty when received;
Receiving and distributing mail and courier packages;
Disseminating information and deadlines widely to all applicable parties;
Maintaining supplies for the office, ordering appropriate supplies, liaising with photocopier technicians;
Initiating work orders for key requests, furniture/equipment move, facilities repair, security ID cards, door lock changes for all academic offices of the Department;
Co-ordinating equipment renewals with vendors and PHSA IT service in relation to computer equipment and photocopiers;
Other related duties to support the office as required.
Support to Department Leadership
Maintains the Senior Director’s appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required;
Backup to the Department Head assistant during absences;
Drafting letters and correspondences as required.
Curriculum and Education Support
Provides logistical support and assists with requests for information, distribute communications and schedules to faculty;
Arranges logistics for Department events and academic sessions, including room booking and catering support;
Provide support for new faculty including: arranging new pagers, badges, Vocera, mailboxes, lockers, IDs & passwords, and course information;
Responds to general enquiries and disseminate accordingly;
Distribute communication with rotations regarding resident schedules as needed;
Maintains and track trainees’ rotation schedules as needed;
Assists with trainees’ OSCE, STACER and other exams;
Assists with on-site event support for resident activities or education events;
Provides support for specialized and unique educational pilots and projects;
Track and input quarterly annual the formal scheduled teaching by faculty to the TTPS online payments system;
Schedules Education meetings and prepares meeting materials;
Assists Education leadership with correspondence and other administrative tasks;
Assists with distribution and collection of Divisions’ Accreditation related documents for surveys and reviews;
Process Education invoices and expense reimbursements. Ensures proper completion of expense forms;
Schedules semi-annual academic room bookings for academic sessions (Simulation and courses). Send reminders to speakers prior to sessions;
Scan and archive trainees’ and program records.
Leadership Recruitment co-ordination
Coordinating and scheduling appointments, meetings including preparing agenda for the recruit and appropriate groups to meet with;
Makes arrangements for travel and accommodation for the candidate site visits by performing duties such as contacting travel agencies, confirming reservations and establishing an itinerary.
Liaising with Room Bookings and A/V support to arrange video-conferencing, liaising with catering company, liaising with other departments to disseminate posters/email announcements;
Scheduling meetings and booking meeting rooms and other space on request;
Setting up and cleaning up premise after meeting or event (ensuring poster board set-up, arriving early to ensure proper set up of facilities, performing on-site trouble-shooting as needed);
Preparing, distributing, and collating materials and information relating to candidate evaluations;
Preparing, distributing, and collating agendas and minutes for meetings as needed;
Preparing financial documents such as travel requisitions and requisitions for payment using on-line payment system for the recruitment visitors.
Consequence of Error/Judgement
This position requires effective organizational planning and communication skills to provide coordination and logistical support for the Pediatrics Central Administration Office and support academic activities within the Department. Errors could adversely affect the Department, faculty and education programs. Adherence to UBC and PHSA confidentiality guidelines is mandatory. Failure to represent the Department in a professional way would diminish the credibility of the Department and education programs.
Supervision Received
The Administrative Coordinator reports to the Senior Director, Administration and to the Program Manager, Education on education operational issues. This position also works closely with the Senior Manager Education.
Supervision Given
The Administrative Coordinator will supervise casual/student employees.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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
An undergraduate degree is desirable with a minimum of two years' administrative experience, preferably within a clinical education setting. Or 4 years related experience, or the equivalent combination of education and experience. A combination of education, training, and experience in administration. Familiarity with an acute hospital setting would be an asset. Good oral and written communication skills. Ability to work well independently and within a team. Computer experience in word processing, database maintenance, and graphics presentations. Ability to approach issues with maturity, sensitivity, and discretion. Ability to apply high ethical standards to all interactions with, and among, staff, residents, patients, and volunteers. Ability to integrate educational technology within the program. All positions in the Department of Pediatrics at BC Children's Hospital require a Criminal Record Check (CRC). A pre-employment CRC is required as part of the recruitment process and any offer of employment is contingent pending positive results of the CRC.