Administrative Coordinator

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Administrative Coordinator

Department

Research Group | Merida Labs | Department Mechanical Engineering | Faculty of Applied Science

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

March 31, 2023

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

Job End Date

Apr 30, 2024

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

Organizational Status

The MéridaLabs group led by Dr. Walter Mérida is a research lab where energy systems that simultaneously minimize environmental impact, promote geopolitical stability, and enable economic diversification are designed.

Reports to the group Director, Dr. Walter Mérida and the Senior Program Manager, Dr. Omar E Herrera. Communicates and coordinates on a daily basis with UBC staff, academic members and researchers from multiple UBC units, graduate students, vendors, external stakeholders/research partners, and national and international academic members and staff.

Work Performed

Administrative functions- Manages overall administration, communications and day to day operations.- Promotes teamwork, aligns with departmental goals while prioritizing group strategic goals.- Manages and develops administrative and operational policies and procedures to meet evolving operating needs.- Oversees the research, creation, and implementation of plans to advance the communication goals of the group, and of home department more broadly.- Keeps abreast of and develops full fluency in UBC Finance policies and processes.- Develops and implements financial tracking and monitoring system for all group operational financial activities.- Liaises with University/Industry partners to monitor existing and pending contracts and agreements.- Establishes and maintains liaisons with other university departments and faculties for operation efficiency.- Responsible for prioritizing, developing, and assessing administrative needs, determining workflow, and setting priorities and goals.- Arranges travel and prepares expense and travel claims as needed.- Oversees on
- and off-boarding of group members (students, postdoctoral fellows, visiting scientists) ensuring compliance with UBC requirements and procedures- Maintains and keeps group file repositories organized and up to date

Leads and coordinates strategic projects, including services and initiatives- Maintains a calendar of events for Director and Managers in the group.- Participates in and records minutes of team meetings.- Establishes project objectives, deliverables, budget, work plans and timelines.- Analyzes the development of projects throughout the project life cycle, anticipating & mitigating potential risks and providing tactical advice on the resolution of issues as they arise, and taking the necessary steps to ensure project targets are met.- Develops, facilitates and maintains positive and productive working relationships with project stakeholders (local, regional, international) to ensure strategic aims and objectives of the project, and stakeholder expectations, are continuously managed.

Implements projects- Oversees logistics of the project administration processes, ensuring all policies and procedures are met.- Develops and refines project requirements and project plans.- Investigates and participates in developing procedures, system requirements, space requirements, and operational methods to meet project objectives.- Develops and implements internal and external communication tools. Oversees and communicates project progress, identifying high risk areas. Takes corrective action when needed to ensure desired project performance and outcomes are achieved.- Liaises with stakeholders on relevant developments, requirements and actions of the project.- Ensures objectives, decisions, action, schedules and budget are recorded, completed on time and budget, and communicated appropriately.- Coordinates, organizes and executes sponsored, co-sponsored and internal workshops and event (e.g. seminars, conferences, symposiums, etc.).- Provides logístical coordination of events: preparing and distributing

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