Executive Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Executive Coordinator

Department

Administration | Department of Occupational Science and Occupational Therapy | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 24, 2025

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

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 Executive Coordinator provides complex and confidential administrative support to the Department Head. The incumbent also provides administrative and financial support to the Administrator and other members of the Department of Occupational Science and Occupational Therapy (OSOT). The complex and competing nature of the responsibilities involved requires a highly organized individual who can set priorities effectively, performs duties efficiently, can work independently but collaboratively in a team environment, and possesses a strong sense of initiative and decision-making to investigate and resolve complex and/or unusual issues. The incumbent has regular contact with members of national and international organizations, academic institutions, government agencies, health authorities, and the UBC community (including senior academic and administrative leaders, faculty, staff, students, and visitors). This position requires effective communication skills and a high level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism in developing and maintaining strong relationships with senior academic, administrative, and community leaders.

Organizational Status
The Executive Coordinator reports to the Administrative Director. The incumbent receives direction from the Department Head and the Administrator, and works with other members OSOT

Work Performed
- Performs complex administrative and confidential administrative functions for the Department Head
- Provides administrative support to the Administrative Director
- Screens and reviews incoming inquiries and requests for meetings with the Department Head and determines suitable course of action by responding to request directly or forwarding to the appropriate person. Exercises diplomacy, persuasiveness, tact, and strong communication skills in dealing with requests.
- Organizes and maintains the demanding calendar of the Department Head, schedules meetings by optimizing utilization of available time, identifies and prioritizes requests, negotiates and resolves scheduling conflicts, and books meeting resources as needed.
- Makes conference and business travel arrangements for the faculty of OSOT
- Provides administrative support to meetings of the Departmental Affairs Committee, Clinical Faculty Affairs Committee, Appointments, Reappointments and Promotions Committee and other standing committees by compiling and distributing meeting agendas and various materials, attending meetings, taking and transcribing minutes, and following up with committee members on action items.
- Plans for and organizes a number of standing committee and ad hoc group meetings by coordinating with various schedules, booking meeting rooms and conferencing equipment, and arranging for catering as required.
- Creates and actively maintains various databases of internal and external contacts.
- Coordinates the Clinical Faculty Appointment process, using Workday as well as maintaining electronic files and databases.
- Prepares professional correspondence, memoranda, reports, and other documents using information compiled from various sources, and distributes them on behalf of the Department Head
- Screens information received from various UBC and external sources, and distributes to contacts as appropriate.
- Prepares travel and business expense reimbursements, invoices, journal vouchers, financial requisitions, and basic reconciliations of expenses against approved budgets. Works closely with the Administrator on complex or unusual anomalies.
- Works with the admin team in developing social media and website content
- Orders and maintains an inventory of materials, supplies and other consumables.
- Takes a proactive approach in the efficient operation and upkeep of the office and general equipment by identifying and resolving deficiencies accordingly, and escalating complex issues to the Administrator.
- Manages incoming and outgoing mail.
- Performs other related duties consistent with the job qualifications and classification.

Consequence of Error/Judgement

Supervision Received

Reports to the Administrator. Receives direction from the Department Head and t