Culture, Communication, and Systems Coordinator

1 month ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title

Culture, Communication, and Systems Coordinator

Department

Post Graduate Program Support | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

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

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 Culture, Communications, and Systems Coordinator is responsible for providing complex and diversified administrative coordination within the Central Office of the Family Practice Postgraduate Program (FP PG). UBC’s Family Practice program (the Program) is the largest and most distributed Residency training program in Canada. As a result, the incumbent will collaborate extensively with stakeholders across the province at each of the Program’s 20 sites, with the Postgraduate Medical Education Dean’s Office (PGME) and with the central team. The incumbent will be involved in all major domains of the program as they provide vital operational support for the Program’s senior leadership team.

This role has a unique focus on events, people, and technology. The incumbent will organize various academic and programmatic events which create connection, inclusion, and a positive culture. The incumbent will support staff/faculty with onboarding and troubleshooting the Program’s diverse technology portfolio. Additionally, this role is responsible for the administrative management of critical program level committees, is involved in financial processes, and oversees various operational needs of the central office. The role is required to provide advice/guidance to site faculty and staff on a variety of policies and procedures of an educational and operational nature.

The incumbent is expected to take independent initiative and exercise judgement to develop operational procedures, determine priorities, and coordinate program deliverables. As the Administrative Coordinator oversees several diverse portfolios, the breadth of procedural, institutional, and programmatic knowledge required is significant. Additionally, the variety of portfolios will entail building a large network of relationships with stakeholders across the Health Care Industry provincially and with UBC units.

Organizational Status

Reports to the Postgraduate Senior Manager(s), works extensively with the Program Director and Assistant Program Director. Interacts with a broad spectrum of stakeholders such as Family Practice Program Portfolio Directors, Site Directors, Site Faculty, Site Administrators, Departmental HR and Finance staff, PGME, and UBC central administrative offices.

Work Performed
- Culture_- Manages and delivers onboarding and orientation to new staff:
- Provides training for all new administrative staff relating to program level policy and procedures- Acts as a support and resource for new staff- Responsible for reporting new faculty and staff hires to PGME- Develops announcements and updates related to new staff/faulty- Responsible for the FP PG administrators retreat and professional development sessions- Leads a peer-to-peer planning committee- Responsible for developing the agenda- Coordinates all the event/meeting logistics- Creates a budget for the retreat and other professional development sessions- Collects feedback from the administrative team to identify professional development needs; seeks out experts to facilitate sessions- Responsible for supporting and documenting the business meeting components- Generates evaluations to obtain feedback of sessions- Coordinates logistics for the Program’s involvement in the national FP conference- Coordinates the UBC FP PG exhibit at the conference- Develops a budget for supporting resident attendance- Manages the selection process of residents for attendance and exhibit participation- Creates a budget for supporting administrator attendance- Develops and manages the selection process of administrators for attendance- Liaises with the CFPC and Family Medicine National Education Administrators on conference logistics- Provides events management services:
- Oversees onsite and virtual logístical details; troubleshoots as necessary- Secures venue and catering for all program level committees and events; reviews and approves venue contracts- Sets up video conferences and other online collaboration tools for FP PG committees, events, and educational sessions.- Responsible for the operational management of the monthly distributed provincial FP

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