Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Administrative Coordinator, VDE

Department

Office Support | Office of Education | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

October 7, 2025

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 provides confidential administrative and coordination support to areas within the Office of the Vice Dean, Education (OVDE) in UBC Faculty of Medicine; specifically, the Faculty of Medicine (FoM) Curriculum Team. The Office of the Vice Dean, Education provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. It supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

The Administrative Coordinator is primarily responsible for supporting the core functions of the FoM Curriculum Team and the OVDE which includes facilitating curriculum change proposals through the FoM curriculum pathways from inception of an idea to submission for Senate approval, ensuring along the way that all steps are followed and the impact of structural decisions are considered.

Works closely with the Curriculum Pathways Advisory Council (CPAC), FoM governance committees and councils (Graduate and Postdoctoral Education Committee, Health Professions Planning Committee, Undergraduate Medical Education Committee, Dean’s Advisory Council, Department Head and School Directors Committee, Faculty Executive Committee) and external stakeholders (Faculty of Graduate and Postdoctoral Studies, Provost Office, Senate Office and Government Relations) to ensure that all aspects of new (or major changes to) program, certificate and course development are fully considered and addressed, including program descriptions, course syllabi, grading systems, calendar entries, consultations and all other documentation required for curriculum proposals.

The Administrative Coordinator supports the FoM Curriculum team’s function and productivity through the management and maintenance of an extensive database. Tracks proposal statuses from initiation to final approval and implementation. Implements and follows office routines, unit functions, and University policies and procedures while exemplifying a professional work ethic and a high level of customer service. The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.

The Administrative Coordinator will also be responsible for specific OVDE operational initiatives and priorities. The incumbent hired into this role must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-faced environment of the FoM. The position will be based at the UBC Vancouver Campus, specifically the Djavad Mowafaghian Centre for Brain Health (DMCBH). The incumbent will be required to work flexible hours (some evenings and weekends) with occasional travel to other sites (e.g., Gordon and Leslie Diamond Health Care Centre, Life Sciences Centre, etc.) to support operational activities within the OVDE.

ORGANIZATIONAL STATUS

Our Vision: To Transform Health for Everyone

The Office of Vice Dean, Education (OVDE) is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Island Medical Program (IMP) in the University of Victoria, Northern Medical Program (NMP) in the University of Northern British Columbia, and in the Southern Medical Program (SMP) in the UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Additionally, this position interacts regularly with members of the Education portfolio, the Office of the Dean, UBC Faculty of Medicine, UBC Central, and external agencies at a local, national, and international level.

WORK PERFORMED

FOM Curriculum:

• Oversees the FoM Curriculum inbox and exercises discretion in responding to a high volume of inquiries from internal and external stakeholders; independently determines priority, identifies issues that may have reputational or policy implications, and escalates as required.
• Reviews curriculum proposals upon intake, verifying compliance with Faculty and Senate requirements; identifies deficiencies or risks that could delay approvals or impact program launches, and provides clear guidance to ensure proposals move forward in compliance with University governance processes.
• Assists in preparing proposals, briefing notes, supporting documents, presentations, correspondence and general communications along the continuum of the curriculum approval process; tracks all curriculum requests through to completion.
• Manages the records management system for FoM Curriculum requests, including tracking, filing, maintaining, and archiving files as needed, and produces statistics and reports on curriculum proposals as requested.
• Takes initiative to connect with relevant internal and external stakeholders early on to draw awareness to inbound strategic and complex curriculum proposals (e.g., new programs, new certificates, expansions, etc).
• Fosters a strong collaborative relationship with the Faculty of Graduate and Postdoctoral Studies, Provost Office, Senate Office and Government Relations Office.
• Coordinates meetings for the FoM Curriculum Team, including complex cross-site and inter-regional meetings. Manages high priority requests, prepares and distributes supporting documents, and records accurate minutes with clear action items. Disseminates minutes to relevant parties and ensures timely completion of all action items.
• Assists with development and implementation of new FoM Curriculum pathways procedures to accommodate curriculum initiatives that fall outside of established pathways.
• Coordinates assigned projects with multiple stakeholders and competing deadlines; develops contingency plans to mitigate risks of delays, miscommunication, or non-compliance with Faculty/University guidelines.
• Maintains and updates the standard operating procedures (SOP) manual for the FoM Curriculum Team.

Office of Vice Dean, Education:

• Facilitates the numerous awards adjudicated and facilitated by the Office of the VDE (OVDE); exercising sound judgment in coordinating this process and identifying issues and escalating as necessary.
• Designated as the OVDE DMCBH representative responsible for coordinating kitchen duties, and office events (e.g., annual BBQ, social café) among OVDE team members.
• Primary point of contact for office supply and miscellaneous office requests.
• Provides support to the FoM Vancouver Summer Program portfolio; collaborates with the VSP Coordinator to plan and execute orientation and farewell eventsfor the June and July cohorts.
• Provides back-up coverage to the Executive Administrative Coordinator and other relevant portfolios as needed within the OVDE.
• Follows established records management protocols within the Office of the Vice-Dean, Education (OVDE) when creating, maintaining, culling, and archiving records; exercises discretion when handling confidential information and sensitive data, including the maintenance of databases, distribution lists, software accounts, and passwords. Provides administrative support by drafting reports and coordinating meeting logistics, including scheduling, preparing agendas, and recording minutes; effectively prioritizes conflicting deadlines and requests in a fast-paced environment, ensuring timely and accurate delivery of support services.
• Assists with financial processes including expense claims, reimbursements, and basic budget tracking for OVDE related events and activities.
• Provides orientation and training support for new or temporary staff, as appropriate.
• Maintains and updates the SOP outside of the curriculum pathways portfolio for tasks/initiatives the role is responsible for within the OVDE.
• Performs other duties as required to meet the operational needs of the OVDE.

CONSEQUENCE OF ERROR

Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion, and initiative to an outstanding degree, especially in handling matters of non-routine nature requiring the interpretation of University and Faculty guidelines, procedures, and policies. The Office of Vice Dean, Education (OVDE) routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal and external constituents could have a negative impact on the OVDE, the Faculty, and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with the 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.

SUPERVISION RECEIVED

Reports to the Records Lead, Office of the VDE (OVDE). Works closely and receives work direction from the Senior Manager, OVDE. Performs familiar duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Provides onboarding and training as needed to FoM Education portfolio staff. Supervises work learn students 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 one’s own

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

PREFERRED QUALIFICATIONS

• Excellent written and verbal communication skills, including the ability to write clearly for various audiences, communicate with tact and discretion, convey complex information clearly and accurately, and deliver effective presentations.
• Effective public speaking skills, with the ability to guide and support colleagues and relevant parties.
• Ability to make informed decisions within familiar parameters, remain adaptable and flexible in changing environment, and respond constructively to shifting priorities. Uses sound judgement and knows when to escalate situations as needed.
• Strong analytical and problem-solving skills, including the ability to interpret ambiguous situations, assess implications, and provide clear, actionable recommendations.
• Ability to build and maintain collaborative working relationships with individuals from diverse backgrounds and roles.
• Proven ability to maintain accurate records, organize and file documents (both physical and electronic), and manage data in a systematic and confidential manner.
• Ability to take initiative, work independently, and collaboratively in a team-based environment.
• Strong time management and organizational skills, with the ability to prioritize competing demands, work under pressure, and meet tight deadlines while maintaining a high level of accuracy and attention to detail.
• High proficiency in current versions of MS Office Business Productivity Tools and the ability to learn and adapt to new operating systems, software, and tools.
• Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems preferred.