Administrative Coordinator, Vde

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Administrative Coordinator, VDE

Department

Office Support | Office of Education | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

October 7, 2025

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

Job End Date

Ongoing

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 confidential administrative and coordination support to areas within the Office of the Vice Dean, Education (OVDE) in UBC Faculty of Medicine; specifically, the Faculty of Medicine (FoM) Curriculum Team. The Office of the Vice Dean, Education provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. It supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

The Administrative Coordinator is primarily responsible for supporting the core functions of the FoM Curriculum Team and the OVDE which includes facilitating curriculum change proposals through the FoM curriculum pathways from inception of an idea to submission for Senate approval, ensuring along the way that all steps are followed and the impact of structural decisions are considered.

Works closely with the Curriculum Pathways Advisory Council (CPAC), FoM governance committees and councils (Graduate and Postdoctoral Education Committee, Health Professions Planning Committee, Undergraduate Medical Education Committee, Dean’s Advisory Council, Department Head and School Directors Committee, Faculty Executive Committee) and external stakeholders (Faculty of Graduate and Postdoctoral Studies, Provost Office, Senate Office and Government Relations) to ensure that all aspects of new (or major changes to) program, certificate and course development are fully considered and addressed, including program descriptions, course syllabi, grading systems, calendar entries, consultations and all other documentation required for curriculum proposals.

The Administrative Coordinator supports the FoM Curriculum team’s function and productivity through the management and maintenance of an extensive database. Tracks proposal statuses from initiation to final approval and implementation. Implements and follows office routines, unit functions, and University policies and procedures while exemplifying a professional work ethic and a high level of customer service. The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.

The Administrative Coordinator will also be responsible for specific OVDE operational initiatives and priorities. The incumbent hired into this role must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-faced environment of the FoM. The position will be based at the UBC Vancouver Campus, specifically the Djavad Mowafaghian Centre for Brain Health (DMCBH). The incumbent will be required to work flexible hours (some evenings and weekends) with occasional travel to other sites (e.g., Gordon and Leslie Diamond Health Care Centre, Life Sciences Centre, etc.) to support operational activities within the OVDE.

ORGANIZATIONAL STATUS

Our Vision: To Transform Health for Everyone

The Office of Vice Dean, Education (OVDE) 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 Island Medical Program (IMP) in the University of Victoria, Northern Medical Program (NMP) in the University of Northern British Columbia, and in the Southern Medical Program (SMP) in the UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development, Vancouver Summer Program, 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

FOM Curriculum:
- Oversees the FoM C