Job Description

Staff - Union
Job Category BCGEU Okanagan Support Staff
Job Profile BCGEU OK Salaried - Support Services Assistant II
Job Title Administrative Coordinator
Department UBCO | Research and Operations | Southern Medical Program | Faculty of Medicine
Compensation Range $4,695.00 - $5,385.00 CAD Monthly
Posting End Date October 8, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date Ongoing
Please include a cover letter with your application.
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.
Background
The Southern Medical Program (SMP) is one of four distributed undergraduate medical education programs within The University of British Columbia s Faculty of Medicine. The expansion is a partnership involving three universities: The University of British Columbia (UBC), The University of Northern British Columbia (UNBC) and The University of Victoria (UVic). The SMP is an innovative collaboration between UBC and the Interior Health Authority (IHA) with a mandate to provide undergraduate medical education training to students throughout the Southern Interior of British Columbia. The SMP delivers its education and training at five primary education sites at UBC Okanagan, Kelowna General Hospital, Vernon Jubilee Hospital, Royal Inland Hospital, and Kootenay Boundary Regional Hospital in addition to regional and community hospitals, community health centers, and family physician offices in 30 different communities.
The Faculty of Medicine's Centre for Chronic Disease Prevention and Management (CCDPM) is also based within the Southern Medical Program within the Reichwald Health Science Centre. The CCDPM serves as a provincial leader for research excellence, knowledge translation and exchange in the urgent research field of chronic diseases.
Summary
This position provides administrative support to the Administrative Director, Director of the Centre for Chronic Disease Prevention and Management (CCDPM), and Assistant Dean Research (ADR), and projects at the direction of the Administrative Director. Provides administrative support to the SMP Regional Associate Dean and Assistant Dean when needed as internal cover.
The Administrative Coordinator interacts with senior officials and executives, both inside and outside the university campuses, Medical Undergraduate Program (MDUP) sites as well as representatives of the Interior Health Authority. The position deals with sensitive, restricted and confidential matters. This position manages file systems and processes and ensures all clerical functions and record keeping meets or exceeds Accreditation standards.
Organizational Status
Reports to the Research and Operations Manager. This position communicates and works effectively with faculty, staff and students, and departments throughout the University of British Columbia Vancouver and Okanagan campuses and its communities, as well as with representatives of the Interior Health Authority. Liaises with representatives of other external organizations as required.
Work Performed
Provides Administrative Support to Administrative Director SMP and Director, CCDPM:
Manages the Administrative Director and Director CCDPM's electronic calendars and requests for appointments. Dealing with a high volume of requests, exercises tact and discretion in prioritizing and determining appropriate course of action, referral, or response on requests for appointments and a variety of complex matters. Exercises judgment as to the best use of the leadership's time, based on incumbent's knowledge of current faculty priorities and takes initiative to proactively determine conflicts and current priorities. Takes initiative in preventing and resolving calendar conflicts and changing priorities and deadlines. * Schedules numerous appointments and coordinates meetings with multi-site staff across the UBC Vancouver and Okanagan campuses, Medical Undergraduate Program (MDUP) distributed sites and research centers. Adapts appropriately to changing requirements and needs in regard to scheduling details, taking initiative in preventing and resolving all calendar/time conflicts; booking rooms, ordering catering. Must be able to manage significant and continuously changing deadlines.

• Declines or redirects requests diplomatically and persuasively in complex and sensitive situations with high level professionals. Ensures the efficient administration, organization and integration of leadership's activities.
• Prepares correspondence, forms, and other documents in either draft or final format, much of which is sensitive and confidential, from brief oral instructions or notes, tapes, and/or emails; composes correspondence as appropriate, including typing, formatting and editing draft documents; transcribing dictated correspondence.
• Coordinates the recruitment activity for CCDPM faculty and SMP administrative staff positions. Activity includes scheduling shortlist meetings and interviews with search committee members and applicants and records management of all associated documentation.
• Supports meetings and committees (often highly confidential topics) chaired by the Administrative Director, Director CCDPM, ADR or Research and Operations Manager by preparing and distributing agenda packages and other meeting materials; tracking progress on action items; scheduling room bookings and or video conferencing connections, catering, and attending and taking minutes and meeting notes as required.
• Supports travel/accommodation arrangements and supporting the submission of receipts and documentation as required for processing.
• Provides administrative support for SMP and CCDPM faculty research activity, at the direction of the Research and Operations Manager.

Maintains accurate documentation and records retention:

• Manages the record management system including filing, creating/maintaining files, culling existing files, packaging files for archiving for the SMP administrative and CCDPM areas.

• Deals with sensitive, restricted and confidential matters.

• Manages file systems and processes and ensures all clerical functions and record keeping meets or exceeds accreditation standards.

• Prepares complex reimbursement of travel expenses, including reconciliation of Individual Corporate Credit Card (P-card reconciliation).

• Maintains up-to-date organizational charts for SMP and CCDPM administrative staff and faculty.

• Supports accurate and up-to-date academic CV for the Director, CCDPM.

General program support:

• Assists with coordinating aspects of SMP and/or CCDPM hosted events, conferences, retreats, meetings and symposia at internal and external venues. Activities could include: Preparing contracts for review, budgets, sending and monitoring RSVPs, ordering catering per established policies and procedures, preparing expense claims, and supporting communications and logistics.

• Provides coverage for the Executive Coordinator to the Regional Associate Dean and Assistant Dean, Interior as required

• Assisting Program Staff with overflow during peak times at the direction of the Research and Operations manager

• Participates in Objective Structured Clinical Examinations (OSCEs) for Years 1 through 4 of the SMP and invigilating examinations as required.

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

Consequence of Error/Judgement
Autonomous in regular decision-making; unusual issues brought to the attention of the Research and Operations Manager. The Administrative Coordinator will be working within a high-performing team environment and will participate in finding solutions to issues. Errors in judgment or ineffective communication may compromise the effectiveness of the SMP and could have negative impacts amongst all stakeholders. Tact, diplomacy, confidentiality and superior interpersonal skills are key skill requirements.
Requires judgment, tact, discretion and initiative to an outstanding degree. Handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations, personnel questions, etc. Errors could have a negative impact on the Dean's Office and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. This position is responsible for managing a significant number of changing deadlines and priorities. If deadlines are not met, this with have negative impact and look poorly on the Southern Medical Program and CCPDM as a whole.
Supervision Received
The Administrative Coordinator reports to the Research and Operations Manager and is expected to work with a minimal level of supervision.
Performs familiar duties independently and in accordance with established procedures.
Supervision Given
None.
Minimum Qualifications
- 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
-Completion of secondary school (Gr. 12), plus up to and including two years post-secondary training.
-Minimum four years' experience providing direct, high level relevant administrative program support in a university or large, complex health care organization, or equivalent combination of education and experience.
Preferred Qualifications
-Advanced user of MS Office Suite (Word, Excel, PowerPoint), FileMaker Pro, Adobe, web browsers, MS Outlook.
-Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty, staff and students.
-Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
-Superior skills in verbal and written communication.
-Planning experience, especially in the planning of events/projects.
-Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
-Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.
-Ability to work effectively independently and in a team environment.
-Attention to high level detail must be maintained. Ability to type 60 wpm, dictation/transcription and ability to take minutes.
-Experience with audiovisual/videoconference equipment.
-Good understanding of university administrative processes, hospital/health authority structure and functioning preferred and a demonstrated understanding of medical terminology.
-A broad and extensive knowledge of university policies and the UBC medical school s curriculum. -
-Comfortable learning new technologies. Superior knowledge of file and records classification systems and processes.
-Ability to work after regular hours as required. Ability to travel between sites as required

Skills Required