Administrative Coordinator

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr8)Job TitleAdministrative CoordinatorDepartmentMidwifery Program Administration | Department of Family Practice | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJune 11, 2024

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

Job End Date

NOTE: 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.

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 Description Summary

This position manages the daily administrative operations of the Midwifery Program and provides senior level administrative support to the Director. Reports to the Senior Administrative Business Manager and the Program Director and works with faculty, staff, clinical faculty, students, Faculty of Medicine Dean's office, external partners and organizations including BC College of Midwives (BCCNM) and the Midwifery Association of BC (MABC) , and the general public, as well as the Department of Family Practice (DFP) Administrative Team.

Organizational Status

The Midwifery Program at UBC is a global leader in creating excellence and innovation in care for women and childbearing families. Although well-established worldwide, in Canada professional midwifery is in its foundational stages as an academic discipline and as a source of primary maternity health care providers. The Midwifery Program at UBC takes a lead, in collaboration with universities nationally and globally, to ensure the advancement and credibility of this discipline. This is realized by ensuring continued growth for Canadian midwifery through the development of undergraduate, graduate, professional, and continuing education programs, Indigenous content, research and knowledge dissemination, and expansion of midwifery clinical services, as well as contribution to the establishment of international midwifery education and research programs.

This is the only midwifery education program operating in British Columbia and is unique within the Faculty of Medicine as it is the only undergraduate program which prepares graduates for direct entry to practice. UBC Midwifery has all of the same responsibilities as a school which requires complex coordination and communication and innovative partnerships as it negotiates with, and is responsible to, the University, the Ministry of Advanced Education and Labour Market Development, the Ministry of Health, the BCCNM, the Canadian Association of Midwives, the Canadian Association for Midwifery Education, faculty, clinical faculty, students, and the childbearing public. The Midwifery Undergraduate, Continuing Professional Development and Internationally Educated Midwives Bridging Programs at UBC are key to meeting provincial projections and planning for maternity and family health care services and appropriate health human resource allocation.

The Midwifery Program is a 4-year undergraduate program with teaching done in multiple settings (private clinic offices, lecture theatres, seminar rooms, homes, hospitals and labs throughout the province and internationally). Currently over 170 clinical faculty teach student midwives, and the number of clinical faculty members will increase as the Midwifery Program continues to grow. Programs for ongoing postgraduate, return-to-practice, continuing education, bridging international midwives, and distributed learning are being developed or continue to grow, and require creative funding strategies and partnerships. This program has the responsibility to lead Midwifery faculty development, and evaluate and apply evidence to Midwifery practice and curricula.

The complexity of establishing Midwifery as an academic discipline requires strategic planning for both short-term needs and long-term vision. This necessitates a flexible infrastructure, creative development opportunities, financial discipline and resourcefulness, building public and political awareness and partnerships, and awareness and response to political sensitivities, as well as leadership in a new frontier.

Work Performed

Administration and Operations

• Coordinates and facilitates the flow of information and non-academic activities for the Midwifery Program. Utilizes a thorough knowledge of the Program and acts as on-the-ground administrative hub and first point of contact. Finds day-to-day solutions to complex administrative problems in a sensitive and diverse political environment within a pioneering health profession.
• Develops, implements and evaluates innovative systems and strategies for streamlining administrative, infrastructure and financial processes to increase accuracy and efficiency, enhance operations and reduce costs for the Midwifery Program.
• Works with the program's Senior Administrative Business Manager, DFP Director of Administration, and Admin Team to strategize, problem-solve, and create ongoing, collaborative systems and processes.
• In consultation with the Senior Administrative Business Manager, oversees computer/equipment inventory and planning for Midwifery faculty and staff, including ordering and recycling as needed.
• Oversees and improves archival management and digitized file storage.
• Coordinates Medicine IT (MedIT) software and systems upgrades, all program correspondence, and tech projects. Troubleshoots complex remote access and videoconferencing issues, as well as day-to-day computer issues for faculty and staff.
• Liaises with DFP Admin Team around equipment, space, and access management. Manages telephones, keys, business cards, and Plant Ops work orders for UBC and BC Women's Hospital offices.
• Provides senior-level executive support to the Director in this persons multiple roles, maintaining the highest degree of confidentiality and professionalism, and coordinates calendar.
• Provides admin and tech support for Director-led projects as delegated by priority.
• Coordinates Midwifery Program meetings including arranging dates, preparing meeting materials, monitoring member participation, taking and distributing minutes, providing tech support, and following up on action items as required.

Human Resources

• Orients and trains new employees, temp staff, and Work Learn students on UBC, DFP and Midwifery-specific administrative and finance systems and processes, and liaises about technology, furniture, and work space needs, space policies, and office configuration.

Events, Special Projects and Program Related Travel Support

• Oversees logistics and coordinates special events such as Midwifery Program Retreat, Visiting Scholar events, accreditation site visits and various departmental, community and partner events. Includes liaising with stakeholder representatives, venue and caterers, coordinating registration, promotion and evaluation, (co)-overseeing event details and financial payment and reconciliation, travel and accommodations.
• Arranges travel for Director for any program-specific site visits.
• In consultation with the Senior Administrative Business Manager and the Director, plans logistics and oversees furniture and space moves for DFP and BC Women's Hospital offices including space and inventory planning, liaising with Building Operations, Faculty of Medicine Space Planning Team, DFP Director of Administration, external partners, and staff and faculty as required.
• Oversees and coordinates other special projects related to the program's ongoing goals and objectives.

Finance

• Gives budget and financial management support to faculty projects and monitor daily finance transactions.
• Reconciles Workday for Director's expenditures.
• Supports faculty and staff with UBC Workday functions including, but not limited to, submitting expenses, and new faculty and staff onboarding processes
• Provides operational and financial support and input to the MIDW executive team, as well as context around past financial and policy decisions.
• Supports the development of system creation and strategies for streamlining processes and procedures.
• Provides data and spreadsheets for financial and variance reporting, to resolve discrepancies
• Year-end reconciliation: Works with the Family Practice Administrative Team to review all worktags and adjust transactions as needed, transfer and reallocate funds and expenses among worktags and do yearly accruals.
• Processes administrative related invoices, POs, JVs, Elder payments, clinical faculty payments, deposits cheques, sets up and gives instructions to contractors on how to submit invoices, code invoices, close old worktags, manage finance projects and other day-to-day accounting.
• Liaises with departmental Admin, HR and Finance staff to resolve complex compensation issues for hourly and research staff, Elders, award recipients, and clinical faculty.
• Trains and advises faculty and staff on program, departmental and university financial policies and procedures, ensuring all practices are current and up to date.
• Tracks the progress of financial requisitions and responds to inquiries regarding their status as required.
• Maintains online copies of requisitions, updates expense tracking spreadsheet and reconciles accounts.
• Maintains accurate financial records in compliance with UBC policies and procedures.

Other

• Performs other duties as required.

Consequence of Error/Judgement

Must exercise strong, independent judgment and organizational skills while undertaking various activities critical to the functioning of the Midwifery Program. Must prioritize work flow and develop sound operational practices and procedures. Poor judgement, ineffective communications, lack of confidentiality, poor planning or disorganized systems could result in loss of funds, reputation, strained relationships and/or lasting consequences. Executive support to the Director requires particular awareness of and response to political sensitivities, diplomacy and confidentiality.

Supervision Received

Works independently consulting with the Director and the Senior Administrative Business Manager as required. The incumbent is expected to take a high degree of initiative and responsibility, solve complex administrative problems, determine course of action and follow through.

Supervision Given

Hires work study students and temporary staff and acts as administrative supervisor. Formally train new staff on work procedures, and/or oversee the work of 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

• Demonstrated ability to manage office operations.
• Understanding of large organizational and financial planning processes.
• Project management, event planning and leadership skills.
• Knowledge of UBC database programs such as UBC Workay, and Faculty of Medicine Room Booking system an asset.
• Computer experience required (Advanced MS: Outlook, Word, Excel, Access, PowerPoint, and internet applications and tools, including website management (WordPress), and various online videoconferencing technologies (Zoom, Microsoft Teams, WebEx, and other UBC Collaboration Suite tools).
• IT troubleshooting experience and systems management experience an asset.
• Ability to analyze complex problems, identify key information and issues, and effectively resolve.
• Strong critical thinking and judgment skills.
• Ability to exercise tact and discretion when gathering, requesting, sharing and interpreting confidential information.
• Ability to relate to a diversity of people in a calm, empathetic and effective manner.
• Excellent communication, public relations and interpersonal skills.
• Ability to work effectively independently and in a team environment.
• Excellent oral presentation and organizational skills. Ability to maintain accuracy and attention to detail.
• Proven ability to work effectively in a multi-tasked environment.
• Able to work under pressure - fast paced, high volume and critical deadlines.
• Ability to perform word processing at 60 words per minute and operate a normal range of office equipment.

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