Administrative Coordinator

1 week ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Administrative Coordinator - Graduate and Postdoctoral Education

Department

Leadership | Graduate and Postdoctoral Studies Office | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

February 16, 2024

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 Administrative Coordinator-Graduate and Postdoctoral Education, Faculty of Medicine (FoM), coordinates all procedures and processes and oversees the administration of the Office of Graduate and Postdoctoral Education (GPE).

The Administrative Coordinator GPE is primarily responsible for coordinating and supporting the complex core functions of the FoM GPE Office which includes allocating $2.4m of university funding to graduate programs annually, adjudicating ~$75,000 of annual FoM graduate and postdoctoral awards, managing and delivering the Responsible Conduct of Research (RCR) course to approx. 300 FoM graduate students each year, conducting internal graduate program reviews, developing and delivering a diverse and multifaceted wellness support program to graduate and postdoctoral trainees (including two peer-mentorship programs each year), organizing and overseeing the Healthy Environments in Academic Research Teams (HEART) program and certificate, organizing and leading annual events such as research and career days for all FoM graduate and postdoctoral trainees, and developing new strategic initiatives to increase indigenous engagement and equity, diversity and inclusion in FoM graduate and postdoctoral programs.

The Administrative Coordinator provides administrative coordination and support of all work processes in the Office of GPE and provides administrative support to the Associate Dean, GPE.

The position is structured at 1.0 FTE and based on the UBC Vancouver Point Grey campus.

Organizational Status

The Administrative Coordinator reports directly to the Manager, Office of GPE. Works closely with and receives work direction from the Associate Dean, GPE, and as appropriate, the Program Coordinator, GPE. Interacts frequently with the members of the teams in the offices of the Vice Dean Research and Vice Dean Education, Faculty of Medicine, the graduate and postdoctoral program directors, and other offices within the Faculty of Medicine at large.

The Faculty of Medicine is home to almost 1,300 graduate students in 20 graduate programs (14 of which confer doctoral degrees), and approximately 400 postdoctoral fellows located in the Faculty’s Departments, Schools, Centres, Institutes, and affiliated hospital sites. Graduate and postdoctoral programs receive direct support and oversight from the Office of GPE. The mission of this office is to work collaboratively to offer informed and holistic support and to enhance nurturing research and learning environments, empowering all graduate and postdoctoral trainees in the Faculty of Medicine to thrive.

Work Performed
- Provides critical operational and administrative support to the Office of the GPE which includes supporting the day-to-day business of the office, providing administrative support to projects and working groups, including new strategic initiatives to support indigenous engagement and to develop cultural safety training for all FoM graduate students.
- Conducts research and compiles statistical data about the FoM graduate and postdoctoral program landscape to support annual reporting, inform new strategic initiatives. Performs qualitative and quantitative outcome assessments and evaluations for GPE initiatives such as mentorship programs and wellbeing programs and services.

Administrative coordination of internal graduate program reviews, establishes meeting schedules and membership of the Graduate and Postdoctoral Education subcommittee for program reviews, organizes meetings and takes minutes, drafts and edits complex reports.
- Coordinates the operation of the FoM Graduate and Postdoctoral Education Committee (GPEC) and all subcommittees, establishes meeting schedules for in-person, remote or hybrid meetings, creates meeting agendas while appropriately balancing urgent requests and longer-term priorities, takes minutes and supports all GPEC communication and reporting procedures including maintaining and updating complex documents such as Terms of Reference.
- Performs various financial duties such as processing expenses and reimbursements in UBC Workday and, monitoring and reporting on

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