Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Executive Coordinator

Department Department of Ophthalmology | Faculty of Medicine | Provost and VP Academic

Compensation Range $5,063.67 - $7,294.50 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date January 31, 2025

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Job Summary
This position is responsible for the complex coordination and efficient administration, organization and operation of the Head for the Department of Ophthalmology and Visual Sciences. The incumbent works with the Head on a daily basis dealing with complex issues of the Faculty of Medicine Governance & Administration, including Faculty and Staff Human Resources, Finance and Facilities.

Responsible for the strategic, operational and administrative organization of the Head. Manages strategic priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the initiatives and goals. Manages the Head s commitments, requests for information, meetings and makes the appropriate linkages with the other members of the Department, Faculty of Medicine, and broader medical community. Conducts research, advising options and courses of action. Confidentiality, tact and diplomacy are critical to this position. This position directly manages an administrative support position and supervises the office workflow of support staff in the Department.

This position deals with highly confidential and sensitive material and matters. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The incumbent is expected to apply an extensive understanding of the objectives and priorities of the Head.

Organizational Status
The UBC Department of Ophthalmology and Visual Sciences includes members at teaching sites distributed across the Province of British Columbia. Altogether, there are 222 faculty members \xe2\x80\x93 17 full-time academic appointments, 187 clinical appointments, 16 emeritus/honorary appointments and 2 associate members. The Department of Ophthalmology and Visual Sciences is associated with several teaching facilities, including Vancouver General Hospital, St Paul\xe2\x80\x99s Hospital (Providence Health Care group), UBC Hospital, BC Children\xe2\x80\x99s Hospital, Royal Columbian Hospital, Victoria General Hospital, Royal Jubilee Hospital, Lions Gate Hospital, BC Cancer Agency-Vancouver Site and private clinics.

The UBC Department of Ophthalmology and Visual Science is the only academic Ophthalmology Department in the province, providing teaching to undergraduate medical students, Ophthalmology residents, postdoctoral research fellows and Ophthalmology clinical fellows both locally and internationally.

Work Performed
Liaises with internal stakeholders such as the Development Office, UILO, ORS, etc. on behalf of the Head.

Liaises with external stakeholders within the province, nationally, and internationally, on behalf of the Head.

Manage special projects and events. Ensures the Head is kept abreast on new developments that are related to various projects, priorities, and meetings.

Responsible for a variety of projects to ensure the efficient administration, organization and operation for the Head, including the Head\xe2\x80\x99s international commitments related to the discipline.

Analyze information provided internally or by external agencies and writes/drafts various communications on behalf of the Head.

Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the Head in support of current issues.

Prepares briefing notes and plans for the Head by analyzing, researching and drafting notes for review.

Serves as the primary point for the Head; communicates on behalf of the Head as needed.

Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Head, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.

Writes/initiates drafts of confidential communications for the consideration of the Head pertaining to the units and faculty; inter-Faculty and University matters; external relations and activities. These communications will deal with sensitive matters and must be prepared using extreme diplomacy.

Collaborates with the Administrative Manager on innovative and effective public relations, communications and marketing campaigns, initiatives and activities that raise the profile of Department to various audiences provincially, nationally and globally.

Researches and identifies funding opportunities for researchers. Maintains a mailing list to distribute communications around funding opportunities, support for grant writing, and other services. Maintains current knowledge on tri-council and other awarding bodies.

Deals with faculty members, staff and others in a professional manner. Consistent with the Faculty\xe2\x80\x99s professional Standards documents, the Faculty is committed to the highest level of professionalism in all interactions.

Other duties as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the department and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. 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.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received

Reports to the Head with a dotted line to the Administrative Manager.

Supervision Given

Manages one CUPE 2950 staff and may supervise temporary staff or students. Responsible for making hiring, performance, evaluation and termination decisions.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

UBC experience preferred. Experience providing executive level support. Proven administrative experience in a large and complex organization. Experience working with individuals at senior levels. Experience in managing projects that involve a variety of stakeholders. Knowledge of University policies, procedures, governance and administrative systems preferred. Ability to effectively facilitate groups to achieve appropriate outcomes. Strong organizational, problem-solving, planning and analytical skills and possess an excellent attention to detail. Must be highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications. Proficient in the use of English grammar, spelling, punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations. Ability to compose correspondence and other written materials using clear and concise business English. Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Ability to effectively manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy. Pro-active cognizant of conflicting priorities with the ability to advise and direct resolutions. Ability to create written marketing materials to effectively promote the Department. Ability to communicate effectively verbally and in writing. Experience in event planning an asset.