Digital Solutions Operations Coordinator

Working with the Faculty of Medicine (FoM) Digital Solutions group, this position is responsible for the coordination and completion of a variety of projects related to the efficient administration, organization and operation of Digital Solutions. The successful candidate will be responsible for coordinating unit work plans, human resource and financial management, communications, overall administration, and providing management support to the Office of the Deputy Chief Information Officer, Medicine. The position works closely with other members of the Digital Solutions team and FoM stakeholders to ensure that digital solutions resources and technologies appropriately, effectively, consistently and sustainably support the objectives of the Faculty of Medicine. This position will also lead special projects and initiatives, as required.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

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, 3 schools, and 25 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.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Work Performed

· Manage various projects and parts of projects for Digital Solutions, including: identification, implementation, review, and management of all aspects of the project cycle including analyzing and evaluating outcomes and providing advice on improvements

· Ensure the Office of the DCIOM is kept well-informed on new developments that are related to various projects and meetings

· Analyze information provided internally or by external agencies and writes/drafts various communications on behalf of the DCIOM

· Develop, coordinate, and monitor unit workplans for feasibility, timelines, and resource management

· Establish and implement a system for monitoring workflows and reporting on progress

· Develop guidelines and procedures to guide administrative functions, and to ensure adherence to effective operational practices

· Identify staffing needs and write job descriptions in accordance with Unit needs, budgetary constraints, and HR best practices

· Manage all aspects of recruitment process and materials

· Develop and maintain orientation materials and onboard new employees

· Interpret and advise the DCIOM on human resource policies and procedures

· Coordinate the timely completion of performance reviews for all unit staff

· Oversee financial expenditures, reconcile monthly expenses and create regular financial reports for monitoring

· Develop, implement, and maintain Microsoft Teams space to facilitate team communications and knowledge management

· Coordinate external communications activities and develop supporting products to facilitate awareness of Digital Solutions. Maintain the unit’s Digital presence and undertake Content Management

· Identify tools and ensure appropriate utilization of administrative systems to support effective operations

· Manage space and infrastructural requirements for the unit including IT requirements

· Oversee the development and improvement of Unit processes to increase their efficiency and effectiveness

· Provide leadership to special projects and initiatives, as required

· Performs other duties as required to ensure the successful completion of assigned work

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Faculty of Medicine and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received
Reports to the Manager, Governance, Strategy & Planning

Supervision Given
There are no direct reports to this position. This position may be expected to supervise work-study students; is expected to operate with wide latitude.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

Professional experience in project management, financial management and human resource management is required. Computer experience and competency with Microsoft Office and Microsoft Teams is also required. Experience working at UBC or a university setting is an asset.

Knowledge, Skills & Abilities

• Strong ability to communicate effectively verbally and in writing
• Ability to coordinate and manage workflow related to multiple projects
• Strong ability to compose correspondence, reports, presentations, and other written and electronic materials using clear and concise business English
• Proven ability to develop and maintain cooperative and productive working relationships
• Ability to assess situations and make decisions that fall outside the scope of established policy
• Ability to be thorough, accurate, and have a high level of attention to detail
• Ability to effectively manage multiple tasks and priorities
• Proven ability to prioritize and work effectively under pressure to meet difficult deadlines
• Ability to exercise tact and discretion
• Ability to exercise sound judgment
• Ability to anticipate problems and issues and plan ahead
• Ability to work independently and demonstrate high level of initiative and self-directedness
• Ability to work in a fast-paced team environment

UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. We especially welcome applications from members of visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productively with diverse communities. Canadians and permanent residents of Canada will be given priority.