Executive Coordinator

7 days ago

Vancouver, British Columbia, Canada UBC Hiring Solutions Full time

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 Department of Anesthesiology, Pharmacology & Therapeutics is one of the larger departments in the Faculty of Medicine (FoM) with over 700 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments.

The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities.

Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant funding, endowments, education program funding as well as external partnership funding.


This position provides confidential and complex administrative and secretarial support to the Department Head, and the Administrative Manager in the Department of Anesthesiology, Pharmacology & Therapeutics.

The incumbent will be responsible for managing all aspects of the Department Head's intensive and demanding calendar including the scheduling of meetings and appointments from individual to large group and committee meetings; arranging for phone or teleconferencing calls; and booking of travel arrangements.

The incumbent plays a significant role in organizing projects, committees and events.


The incumbent will be expected to accommodate requests to meet with the Department Head, identify urgent matters of high importance and independently redirect and/or resolve complex inquiries and issues as appropriate based on the understanding of the Head's priorities and decide which inquiries, requests and problems to handle on own initiative and/or to redirect.


Organizational Status

As a member of the Department of Anesthesiology, Pharmacology & Therapeutics administrative team, this position reports to the Administrative Manager and receives daily work directions from the Department Head.

Work direction for new projects and initiatives is provided by the Department Head and/or Administrative Manager.

The incumbent will liaise with internal UBC units as well as BC Health Authorities and external organizations.

This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.

Work Performed

  • Provides executive level support to the Department Head.
  • Manages a variety of onetime and ongoing initiatives resulting from advancing the department's strategic planning.
  • Screens and deals with a high volume of requests for meetings with the Department Head; exercises tact and discretion in prioritizing requests for complex and sensitive situations; determines which matters require urgent attention and responds appropriately or refers to the Department Head and/or the Administrative Manager as necessary. Adapts appropriately to changing requirements and needs in regard to scheduling details.
  • Maintain regular communication with the Department Head to ensure the calendar is up to date and aware of all items; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations in dealing with members of the Department, senior government, University, and Health Authority officials, donors, students and the general public, while keeping the Department Head and Administrative Manager informed as appropriate.
  • Composes complex correspondence, including documents requiring significant tact and diplomacy or containing sensitive information, and follows up on action items as required.
  • Assembles and maintains bring forward materials from a variety of sources for the Department Head; maintains a "bring forward" system to follow up on correspondence, meetings, deadlines, etc.
  • Coordinates all travel arrangements for the Department Head; these arrangements are often of a complex nature and require a high level of coordination; prepares complex reimbursement of travel expenses.
  • Reconciles claim reimbursements for the Department Head including performing financial duties such as reconciling journal vouchers, and processing expenses, credit card payments and travel requisitions.
  • Responsible for the maintenance of equipment, orders office supplies
  • Maintains Department Head s CV (database version and word processor version).
  • Prepares and edits academic PowerPoint presentations and other documents.
  • Arranges faculty annual review meetings with Department Head and prepares necessary documents in advance o

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