Department Administrative Coordinator

University of British Columbia•Vancouver, BC

13d•CA$6,144 - CA$8,830•Onsite

About The Position

The Department Administrative Coordinator provides complex operational and administrative support, assisting the Department Head and Director of Administration, with the management of the Department of Surgery. The incumbent manages regular operations as well as one-time initiatives to support strategic planning and implementation initiatives. The Department Administrative Coordinator is responsible for a broad range of duties engaging in continuous quality improvement in the areas of operations planning, awards and event management, communications, research facilitation, information management, and finance.

Requirements

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

Nice To Haves

Demonstrated experience with web-based communication tools
Demonstrated experience in office administration, including managing daily operational tasks, coordinating schedules and supporting team workflows
Proven ability to establish and maintain positive working relationships with individuals at all levels of an organization
Ability to contribute to a respectful, cooperative and supportive work environment
Ability to work independently and as part of a team
Demonstrated ability to implement, establish, set priorities, and meet deadlines as well as to develop strategic plans relevant to the department’s academic and research programs
Ability to analyze and interpret data, determine implications, and provide recommendations
Ability to understand and apply policies, procedures, and instructions
Highly effective analytical, oral and written communication, organizational, problem-solving, conflict resolution, and interpersonal skills
Ability to exercise leadership, a high degree of judgement, tact, discretion and initiative in all areas of responsibility
Ability to analyze and redesign work flows, operational processes to make them more efficient and effective
Knowledge of University policy and procedures and demonstrated experience with complex institution financial processing preferred
Experience in budgets preparation and forecasting, account reconciliation and financial reporting
Experience in research administration and financial management

Responsibilities

Serves as a project manager for the Department’s annual research day
Coordinates the Research Committee activities
Liaises with external research offices regarding funding support, research facilitation support
Manages research project information forms
Oversees the inventory of publications and research interests
Oversees the annual seed grant competition
Manages the Department of Surgery’s recognition programs including the Department’s Academic Year End Event, staff recognition events, internal faculty and resident awards, and identifying external recognition opportunities and coordinating award nomination packages for them
Develops, writes, and edits content, video and photos to maintain and enhance the Department’s communication channels, including website content, announcements, newsletters, and reports with the goal of promoting faculty, student, resident and staff engagement and raise the profile of the Department of Surgery to external stakeholders
Manages a variety of one-time and ongoing initiatives resulting from advancing the department’s strategic planning
Manages the response to department reviews, including but not limited to coordinating the activities of project teams, analyzing and evaluating outcomes and developing summary reports
Develops and maintains a comprehensive records management, filing and organizational system to track initiatives and operations
Oversees select research accounts including account planning and budgeting, management and monitoring, invoice generation, financial reporting, and clearing accounts at year-end to support clinical faculty research projects
Coordinates and summarizes financial information related to assigned projects, events and initiatives
Provides guidance and training regarding UBC financial procedures including supporting faculty and staff with Workday financial transactions including travel arrangements, overseeing petty cash, and reimbursements for the Department Head
Manages a variety of information management initiatives including, overseeing the maintenance and accuracy of email lists and directories, UBC email account creation and archiving, health authority software and email acquisition and archiving
Supports the Director of Administration and Department Head with complex scheduling duties
Contributes to a respectful, inclusive working environment
Performs other related tasks as required to meet the operational needs of the department