Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Coordinator

Department

Research I Marra I Michael Smith Laboratories I Faculty of Science

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 13, 2024

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

Job End Date

Aug 31, 2025

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 plays a vital role in providing confidential executive administrative support to multiple faculty members. They are expected to act independently on administrative and operational matters, data management and communications, and to take initiative to ensure effective workflow. This position requires meticulous attention to detail, the ability to manage multiple tasks efficiently and have excellent communication skills.

Organizational Status
Reports primarily to the faculty member(s) on matters pertaining to their academic and research deliverables. The Administrative Coordinator will work collaboratively with the students, technicians, postdoctoral fellows, research associates and other research support staff in the lab, as well as department staff and other external researchers.

Work Performed

Provides executive administrative support to the assigned faculty member(s), exercising sound judgment, tact, discretion and confidentiality.
- Acts as liaison to coordinate the flow of information, communicating internally and externally to respond to inquiries and clarify details to ensure accurate and timely delivery of administrative services.
- Acts as liaison with allied project groups/centres/institutes, funding agencies, government bodies, non-governmental (NGOs) funding partners, and external contractors in order to prepare reports, provides documents, obtains information, assists with setting up agreements and facilitating exchanges.
- Manages the electronic calendar of the faculty members by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other meeting participant schedules including travel arrangements where needed. Books rooms, arranges teleconferences and catering as needed.
- Coordinates travel arrangements, including airline, hotel and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to detail.
- Updates the faculty member(s) or research group(s) website with information provided.
- Maintains and updates electronic CVs and CCVs for UBC or other institutions; tailors CVs to specific proposals as needed with distinctive requirements by funding agencies; works within deadlines and with a high level of accuracy.
- Participates in the recruitment process for lab staff.
- Coordinates the annual performance reviews for research staff on behalf of the faculty member.
- Provides orientation and onboarding to new students and research personnel in the research program.
- Acts as the holder of the corporate credit card and reconciles in Workday.
- Takes, transcribes and distributes notes and minutes of meetings as required.
- Manages faculty member(s) paper and electronic records including filing, creating/maintaining files, culling existing files, and packaging files for archiving.
- Performs other related duties as required.

Consequence of Error/Judgement

Supervision Received
Works independently under mínimal supervision; occasionally seeks direction/advice from the faculty member. Work is performed in accordance with broadly established procedures and practices requiring initiative to prioritize, plan and complete assignments independently, and judgment to determine which of many methods are applicable in any given situation.

Supervision Given
No supervisory responsibilities; however, performs key coordination function: Coordinates timely inputs from all internal and external stakeholders in order to assemble time sensitive documents from all contributors. Provides training and orientation to new research lab staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an 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

Preferred Qualifications
- Excellent interpersonal and communication skills
- Experience in science-related, univ