Administrative Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Administrative Coordinator (VEC)
Department
Vaccine Evaluation Centre | Department of Paediatrics | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
December 10, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Nov 30, 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 will provide administrative support of a complex nature, including coordinating procedures and processes, while overseeing the day-to-day administration of the VEC. The individual will also support to the VEC by preparing, processing, and filing documents for a team of investigators, as well as providing reception and directing traffic for the unit. This person will need to use initiative, interpretation, and ingenuity to identify potential or actual issues, investigate causes, and resolve them. They will frequently resolve moderately complex problems and occasionally resolve complex problems, including for other staff. Their ideas will result in moderate changes to existing procedures, practices, standards, and standards. Their responsibilities will include tracking and submitting data such as staff hours and unit supplies, payroll, coordinating meetings, and preparing necessary documentation and resources.
The Admin Secretary will coordinate the day to day operations and administration of the Canadian Association for Immunization Research, Evaluation and Education (CAIRE) that is run out of the Vaccine Evaluation Center (VEC). Responsibilities include providing direct support to the CAIRE executive committee to achieve CAIRE's short
- and long-term goals. The incumbent participates in project and event planning, contacting and coordinating speakers for workshops, meetings and events, assists with event grant submissions and financial management to facilitate the operations of the CAIRE.
Organizational Status
The incumbent reports to the Director of the VEC and Director of Operations for clerical needs of the unit. The incumbent also reports to the management team of the VEC to complete the other related duties for the unit such as coordination of payroll, supplies ordering etc.
Work will be performed in an office environment and may include travel 2-3 times/year within Canada for workshops/events/meetings.
Work Performed
Organizes the calendar of the Director of the VEC, as well as other individuals on the management team, by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules. Will coordinate the schedules of the VEC team for individual requests.
Assists with human resources processes, including organizing interviews, processing appointments, preparing recruitment advertisements, gathering information for merit processes, and conducting and overseeing on
- and off-boarding procedures. Organizes and maintains files, reading materials, study records, and/or records relevant to activities of the unit. Tracks vacation time for all VEC team, manages absentee notifications, and tracks attendance.
Performs financial duties such as monitoring and reporting on payroll, sending participant reimbursement, conducting credit card payments, and travel requisitions. Receives payroll submission for all staff and ensures accuracy, reporting queries for each pay period and overseeing their resolution.
Arranges and oversees special events. Coordinates travel arrangements for VEC team.
Oversees logistics with facilities including space management and copier/printer maintenance.
Helps to maintain VEC publications in various systems (e.g. input into UBC Circle, VEC PubMed bibliography).
Acts as a resource person for the department's offices systems by training clerical staff and demonstrating use of equipment to other users. Modifies formats and information processing systems for departmental use.
Provides meeting management/chair project team meetings (including agenda development).
Manages the day to day social media and website communications of the various research projects conducted at the VEC. Facilitates and writes internal and external communications through newsletter and website.
Managing special projects and assignments as required. This includes keeping informed of new technologies that may be of use
Maintaining database of VEC accomplishments, publications and studies for reporting use.
Identification of problems in the administration of the VEC research activities and working with the m