Staff - Union
The Administrative Coordinator provides high-level support to the HR Manager, Department Head, and Director of Administration in the Department of Medical Genetics. The role is responsible for managing complex scheduling, including appointments, meetings, and travel itineraries, and provides executive-level support to key departmental committees such as the Executive Committee, and the Faculty Appointments, Reappointments, Promotion, and Tenure Committee. The Administrative Coordinator also plays a critical role in developing, maintaining, and streamlining administrative workflows and procedures, overseeing file and document management systems, and establishing timelines to support and enhance the efficient operation of the Department.
Organizational Status
Consequence of Error/Judgement
Supervision Received
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Administrative Coordinator
Department
Administration | Department of Medical Genetics | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
July 28, 2025
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 UBC Department of Medical Genetics seeks to be an inspiring and productive community of scholars; an outstanding provider of knowledge, technical expertise, and compassionate care for our patients; contributors to the scientific advance of our discipline; and a credible and respected source of information and advice to society at large. While focusing on areas of genetic medicine that we deem to be particularly important, we view diversity of approach and techniques to be an essential strength of our Department.
We acknowledge that the University of British Columbia Faculty of Medicine and its distributed programs, which include four university academic campuses, are located on traditional, ancestral and unceded territories of Indigenous peoples around the province.
The Administrative Coordinator provides high-level support to the HR Manager, Department Head, and Director of Administration in the Department of Medical Genetics. The role is responsible for managing complex scheduling, including appointments, meetings, and travel itineraries, and provides executive-level support to key departmental committees such as the Executive Committee, and the Faculty Appointments, Reappointments, Promotion, and Tenure Committee. The Administrative Coordinator also plays a critical role in developing, maintaining, and streamlining administrative workflows and procedures, overseeing file and document management systems, and establishing timelines to support and enhance the efficient operation of the Department.
Organizational Status
Reports to the HR Manager. Works closely with the Director of Administration and Department Head who provides day-to-day direction and assign tasks as required. As a key support in the Department of Medical Genetics, the Administrative Coordinator works closely with faculty, employees, students and internal/external visitors. Liaises with other departments in the Faculty of Medicine and with external organizations.
The Department of Medical Genetics’ Administration Office is located in the Children’s & Women’s Hospital campus. This position may require occasional travel to other campus sites (UBC Point Grey, Diamond Health Care Centre, etc.) and the flexibility to work outside regular hours to support meetings or events when needed.
Work Performed
Work Performed
- Provides confidential executive support to the Department Head and Director of Administration by screening all incoming materials, redirecting matters for reply or additional information, and prioritizing for the attention of the Department Head and Director of Administration.
- Responsible for various administrative details which do not require the attention of the Department Head or Director of Administration. Keeps the Department Head and Director of Administration informed on various events. Organizes delegate signing authority during absences by the Department Head (e.g. vacation, out-of-town meetings.)
- Works independently and manages and prioritizes the scheduling of appointments and meetings for the Department Head and Director of Administration. Coordinates departmental meetings and events, including Faculty meetings, Executive Committee meetings, retreats, and recognition events. Minimizes travel time where possible and responds on behalf of the Department Head and Director regarding availability for meetings.
- Prepares the Department Head and Director of Administration for scheduled meetings by compiling and providing relevant documentation. Coordinates meetings for both leaders, including virtual, hybrid, and in-person arrangements, room bookings, A/V requirements, and catering as needed. Uses appropriate booking platforms in accordance with site and organizational policies and procedures.
- Coordinates complex processes related to faculty and clinical faculty Recruitment, Appointment, Reappointment, Promotion, and Tenure (ARPT). Prepares supporting documentation, drafts and posts recruitment ads (including via UBC Workday), and liaises with the Dean’s Office, Faculty of Medicine, other UBC units, and Health Authority partners (e.g., BC Cancer, C&W, PHSA, VCH). Contacts and vets referees, organizes candidate itineraries, seminars, and meetings with faculty. Arranges faculty meetings for voting on appointments and ARPT decisions, compiles relevant data (e.g., teaching evaluations), and submits completed ARPT packages to the Dean’s Office.
- Initiates Workday business processes and performs any necessary follow-up on appointments and reappointments for Department of Medical Genetics’ faculty, including honorary and term faculty, as well as postdoctoral trainees. Maintains related documentation on the Department’s secure network drive following departmental procedures.
- Provides executive level support to Department’s Associate Heads and Co-Associate Heads as needed.
- Coordinates faculty awards nomination processes, including calls for nominations, organizing committee reviews and meetings, and preparing awards materials. Manages the Department Teaching Award process and supports nominations for external awards such as the Killam Teaching Award.
- Arranges travel (when necessary) and in-person/hybrid/virtual meeting itineraries for visiting scholars/special guests to the Department, meetings with Departmental Faculty members, seminar arrangements, and event advertising; collects RSVPs and disseminates relevant materials in advance; coordinates room set-up, catering, and A/V needs as required.
- Maintains and improves departmental document management systems (physical and electronic), including filing, archiving, and records retention. Develops filing systems for the Director of Administration and may train or supervise temporary staff or students on filing procedures.
- Drafts complex correspondence and responds on behalf of the Department Head and Director of Administration. Opens and prioritizes all incoming mail (physical and electronic), including confidential items. Distributes information to departmental groups via group email lists, departmental website, secured drives (e.g. One Drive) etc.
- Arranges faculty annual review meetings with Department Head and prepares necessary documents in advance of the meeting, as well as any follow-up documents afterwards.
- Trains and provides orientation on Academic Office procedures to temporary, new employees, or Work Learn student(s) in the Departmental Academic Office when needed. Delegates work to temporary employees or Work Learn student(s).
- Acts as the first point of contact for requests relating to Department Head’s signature/approval on applications/forms (e.g. Research Project Information Form, Contract Request form, Signing Authority Request form for Research Grant Worktags, Non-UBC Employee/Contingent Worker ethics, etc.) Maintains records of research applications, forms and procedures.
- Prepares reports as requested, such as Awards Report, Grant Funding Report, Academic Space Report; UBC Quarter Century Club. FoM Long Service awards etc.
- Creates meeting minutes for departmental meetings, such as: ARPT review meetings, faculty meetings, teaching meetings etc. Sends reminders to appropriate individuals regarding action items and follow-up in preparation for future meetings, as needed.
- Arranges signing authority for one Departmental Faculty member to be responsible for reviewing grant proposals and providing the required signature on grant application cover sheets, and faculty expense claims, in the Department Head’s absence. Notifies Department members, Faculty of Medicine Dean s Office, Office of Research Services, Financial Services, and Purchasing Department, of temporary signing authority.
- Alerts the Department Head, faculty, or staff of potential safety or security issues (e.g., threats, break-ins), and contacts C&W or relevant security as needed. Coordinates Health & Safety meetings for department members at the C&W site.
- Contacts senior officials, both inside and outside the Faculty and University, to obtain and disclose information on sensitive and restricted matters whenever necessary.
- Prints out/emails/prepares email and attachments for the Department Head and Director of Administration as requested.
- Initiates Workday financial business processes such as preparing internal transfers (e.g. journal vouchers), requests for payment, invoice reconciliation, service contracts arrangement, purchase order etc.
- Prepares and submit MD Professional Development Fund expenses reports using Health Authority software (e.g. AfterHours Payable, Busware, PeopleSoft). Prepares and submits MD After Hours claim reports, codes invoices to multiple PHSA sites
- Responsible for training other backup administrative personnel in the office on recruitment, appointment, reappointment, promotion and tenure procedures.
- Makes travel adjustments for Department Head when requested, in compliance with UBC’s policies. Maintains a bring forward system to follow up on correspondence, meetings, etc.
- Maintains and updates Department Head’s CV. Maintains CVs for other faculty as needed. Updates CVs in relevant databases.
- Performs research/online searches on comparative metrics on Department members as needed (e.g. PubMed, Scival, H-index).
- Compiles MEDG Student Experience of Instruction (SEI) results (or similar student feedback/assessments) from Canvas each term and maintains them in a designated network drive master folder and in folders for faculty members.
- Organizes monthly MEDG Clinical-Academic Research Rounds or similar event, handling speaker topics, seminar logistics, speakers’ completion of the PMGP default learning objectives, and seminar promotion.
- Maintains and updates relevant contact lists of individuals the Department Head corresponds with.
- Prepares orientation materials for new faculty members in the Department of Medical Genetics regarding information on grants and applications, research sources, and the Provincial Medical Genetics Program Clinical Research Information. Includes information on various UBC websites for the arrival of new faculty regarding UBC benefits, insurance, banking, childcare, UBC Faculty Association, UBC Research Ethics, UBC Library, etc.
- Coordinates logistics for departmental academic events and social events as needed (e.g. Student Welcome, Departmental Research Day, recognition event, etc.)
- Reviews and updates the UBC Directory, UBC Calendar and other directories and listings as appropriate for department and department members as required.
- Participates in project work groups and attends departmental staff meetings.
- Other related and shared duties (work coverage in Academic Office, replenishing office supplies, ordering stationary, etc.)
- Prepares information packages, drafts procedures to faculty, staff, and students, in navigating various administrative processes. Keeps procedures etc. updated. (Examples: research application procedures, procedures on teaching evaluations summaries.)
- Assists as back up to front office, Graduate Program Coordinator. Dealing with drop-in/in-person enquires, and telephone calls.
Consequence of Error/Judgement
Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Work performed is done independently. Timeliness, diplomacy, and the ability to multitask are essential when dealing with complex inquiries and requests of the Department Head and Director of Administration. The Department Head and Director of Administration relies on accurate and timely scheduling of meetings and appointments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Department.
Meeting deadlines in compiling documentation on faculty recruitment, appointment, reappointment, promotion, and tenure is critical. Failure to meet the deadlines of the Faculty of Medicine and the University’s Senior Appointments Committee (SAC) could result in individuals not being appointed in the University in a timely manner.
Meeting deadlines in compiling documentation on faculty recruitment, appointment, reappointment, promotion, and tenure is critical. Failure to meet the deadlines of the Faculty of Medicine and the University’s Senior Appointments Committee (SAC) could result in individuals not being appointed in the University in a timely manner.
Supervision Received
Reports to the HR Manager.
Exercises independent judgement in selecting and interpreting information, and when necessary, refers to or discusses problems with the HR Manager, Director of Administration, or Department Head, especially if the problem/issue is recurring or requires action that deviates from standard practices. May recommend solutions and implement upon approval.
Supervision Given
Provides training and orientation to new staff, Work Learn students, and temporary employees in the Academic Office. May participate in the recruitment process of new administrative employees in the department.
Minimum Qualifications
Supervision Given
Provides training and orientation to new staff, Work Learn students, and temporary employees in the Academic Office. May participate in the recruitment process of new administrative employees in the department.
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.
Preferred 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
Preferred Qualifications
- Experience in executive-level support roles, including work as an executive assistant and confidential secretary, with advanced training in secretarial skills, business practices, and office procedures preferred.
- Experience working in a university or similar environment, with knowledge of and the ability to apply university policies and procedures.
- Experience developing and maintaining file systems, and updating websites; project management experience is an asset.
- Excellent oral and written communication, interpersonal and superior organizational skills. Ability to communicate effectively and tactfully with the University’s senior administration, general public, faculty, staff, and students.
- Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.
- Ability to type 60 w.p.m.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneDrive, Teams, SharePoint), Adobe Acrobat Pro, and database tools such as Access.
- Experience coordinating the faculty, promotion and tenure process.
- Ability to work independently and within a team environment and to be flexible in work locations, and hours of work depending on department operation requirements.
- Strong organizational skills with sound judgement to prioritize, multi-task, and develop effective operational procedures.
- Ability to exercise a high level of tact and discretion in handling sensitive or confidential matters, and engaging with stakeholders at all levels.
- Strong attention to detail and accuracy; ability to meet deadlines under pressure.
- Ability to establish standards of performance, and to resolve work problems.
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