Administrative Coordinator

2 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The University of British Columbia is seeking an experienced and highly organized Operations Coordinator to join the Centre for Climate and Business Solutions. As a key member of the team, you will be responsible for coordinating and managing all operational aspects of the Centre, including administrative functions, day-to-day operations, and special projects.

Key Responsibilities

  • Manage the Centre's administrative functions, including compliance with University policies, administrative systems, processes, protocols, and safety requirements.

  • Coordinate the day-to-day operations of the Centre's clinics, including the Small and Medium Enterprises (SME) Climate Clinics and the Life Cycle Assessment (LCA) Clinic.

  • Manage the intake process and companies' recruitment for each clinic and cohort.

  • Provide guidance to companies and students on meeting participation requirements, ensure data needs and timelines are met, and prepare companies for student matches.

  • Work closely with UBC Sauder faculty on related courses to align the clinics' activities with the course timeline and onboard participating companies and students.

  • Develop promotional materials to promote clinics to UBC Sauder students and external clients.

  • Contribute to the development of new clinics by researching and identifying businesses and industry trends, determining the demand for skills, and identifying UBC Sauder faculty and courses to teach the skills.

  • Oversee the launch of new clinics and other Centre initiatives, enhancing the Centre's educational and business impact.

  • Research and write project documentation, including briefing notes, plans, schedules, reports, and status updates. Create templates, policies, guidelines, and contracts for the Centre's use.

  • Act as a primary contact person for Centre- and clinics-related information and inquiries, as well as policy and procedures for UBC Sauder and UBC, ensuring effective communication and engagement with stakeholders.

  • Maintain operational systems to manage Centre and clinic activities efficiently, research new systems to improve Centre efficiencies, and supervise Centre student employees and volunteers.

  • Develop and implement Centre administrative policies and procedures to ensure efficiency and effectiveness, including manuals for training and onboarding, in support of overall strategic priorities, goals, and initiatives.

  • Work closely with the Executive Director to develop and manage Centre budgets, manage and analyze financial information, and provide summary reports to Centre leadership as needed.

  • Manage funding and grant applications, create proposals, and work with donors.

  • Manage space allocation, including moves, renovations, installations, and security issues.

  • Participate and represent the Centre on various UBC Sauder committees.

  • Develop and foster relationships and partnerships with industry partners and other internal and external stakeholders in support of Centre activities.

  • Manage all aspects of special projects and Centre-wide events, including logistics and budgets, working closely with UBC Sauder events and UBC Sauder IT teams and liaising with external vendors.

  • Work closely with the Executive Director and UBC Sauder Marketing and Communications team to develop and implement marketing and communication plans for events, including writing promotional materials and distributing event information.

  • Perform other duties within the guidelines of the role as required.

Requirements

  • Undergraduate degree in a relevant discipline.

  • Minimum of two years of related experience, or the 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.

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