Administrative Coordinator, Office of The Vice Dean, Education

2 days 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

Administrative Coordinator, Office of the Vice Dean, Education

Department

Office Support | Office of Education | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

January 7, 2025

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

Job End Date

JOB SUMMARY

Provides strategic administrative support to senior leadership of the Office of Vice Dean, Education, Faculty of Medicine which comprises of the Vice Dean, Education (VDE), the Senior Director, Education Programs & Services (SD).. Responsible for managing all aspects of the VDE and the SD’s intensive and demanding calendars including the scheduling and supporting of large group and committee meetings, booking travel arrangements, and organizing events and catering. The individual will be expected to meet with the VDE and SD, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which inquiries, requests and problems to handle on their own.

In addition to providing complex calendaring / coordination support to the VDE and the SD, the individual will assist with the daily operations of the Office of the VDE, including facilitation of: various annual projects, events, and initiatives. The individual will be responsible for the workflow of all documents and financial files that require the review and approval of the VDE and the SD.

The Administrative Coordinator will need to learn and retain a thorough familiarity and knowledge of the VDE and the SD’s portfolio, including all senior executive activities the VDE and the SD are involved with, initiatives and priorities taken on by the the FoM at large.

As the Office of the VDE is responsible for education specific strategic initiatives and priorities, the incumbent hired into this position must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-paced environment of the Faculty of Medicine.

This position will be based at the UBC Vancouver Campus, specifically the Djavad Mowfaghian Centre for Brain Health (DMCBH). The incumbent will occasionally be required to work flexible hours with occasional travel to other sites (e.g., Diamond Health Care Centre) to support operational activities within the Office of the VDE.

ORGANIZATIONAL STATUS

Our Vision: To Transform Health for Everyone.

The Office of Vice Dean, Education 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 Universities of Victoria, Northern British Columbia, and UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Continuing Professional Development, Faculty Development 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
- Strategically manages the time and commitments of the Vice Dean, Education (VDE) and Senior Director, Education Programs and Services (SD). Reviews and assesses requests for meetings to ensure they meet the VDE and SD’s constantly changing goals and priorities; and exercise judgment as to the best use of the VDE and SD’s time. Consults with the Executive Coordinator as needed when it comes to finalizing and resolving complex or nuanced meeting requests. Responsible for room booking, arranging videoconferencing connections, and arranging catering as required.
- Uses diplomacy, persuasiveness, discretion and tact in prioritizing meeting requests and in all interactions with internal faculty and staff leaders, members of the senior government and University, Health Authority officials, donors, learners, and the general public. Identifies conflicts, creates plans/provides solutions and strategies, and keeps the VDE and the SD apprised of their evolving schedule at all times.
- Assembles, maintains and brings forward materials from a variety of sources for the VDE and the SD’s attention to support the VDE and the SD with meeting preparation.
- Responsible for ensuring the VDE and the SD has office space booked at the varying work sites (e.g. DMCBH, DHCC, IRC, City Square, etc) when the schedule entails the VDE and the SD to be in-person.
- Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the VDE

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