Vfmp Administrative Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)
Job Title
VFMP Administrative Coordinator
Department
VFMP Administrative Support | Medical Undergraduate | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
January 9, 2025
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Apr 30, 2026
Please note this is an 18-month term position for a leave replacement.
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 provides senior administrative support to the Regional Associate Dean (RAD), Vancouver Fraser Medical Program (VFMP), Assistant Dean, VFMP, and the Director of Administration, VFMP for the Faculty of Medicine. They will be expected to accommodate requests to meet with the Deans and Director of Administration, 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 enquiries, requests and problems to handle on own initiative.
As part of the organization of formal committees within the Medical Undergraduate Program (MDUP), the incumbent interacts with senior officials and agencies involved with the VFMP, provincial stakeholders, as well as stakeholders outside the university. The incumbent must be able to manage sensitive, restricted and confidential matters in a complex environment and develop a thorough knowledge of the activities of the VFMP and Faculty of Medicine.
ORGANIZATIONAL STATUS
**Our Vision**: To Transform Health for Everyone.
Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
Reports to the Office Manager, VFMP.
WORK PERFORMED
Administrative Coordination
The incumbent provides personal and confidential support to the Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP. Responsibilities include scheduling numerous appointments and coordinating meetings. Required to adapt to frequently changing priorities and schedules to accommodate needs.
The calendar of the Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP are complex and as a consequence the Administrative Coordinator, VFMP is required to maintain frequent communicate with VDE Office, Student Affairs, Fraser Team, partner sites, and teams across VFMP.
Ongoing prioritization and communication will be required as well as ongoing consultation with the Office Manager, VFMP, Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP regarding ongoing responsibilities in order to meet the needs of the VFMP.
Responsible for organizing various team meetings, including All VFMP Team Meetings, Fraser Core Touchpoints, Regional Associate Dean meet and greets with students, Faculty Leadership meetings and other adhoc meetings, etc. some of which requires the preparation and distribution of agendas, other meeting materials, rooms bookings, travel, catering, videoconference connections, and taking minutes to support records retention and decision-making. Scheduling team meetings requires extensive collaboration with faculty and staff at different locations, as well as the ability to resolve conflicts.
Maintains confidential academic records for students in difficulty, which requires the ability to manage confidential records. Provides information to support FOI requests, RSPS discussions, and credentials requests from external organizations. The maintenance of record