Executive Coordinator

University of British Columbia•Vancouver, BC

3d•CA$5,791 - CA$8,323•Onsite

About The Position

This position is responsible for the coordination and completion of a variety of projects related to the efficient administration, organization and operation of the Senior Advice, Office of the Dean and VP Health and the Strategic Advisor, Government Relations. The incumbent works with both the Senior Advisor and the Strategic Advisor on a daily basis dealing with complex issues of the Faculty of Medicine governance, administration, and external relations, including with the FoM Dean’s Executive, UBC Health senior leadership, internal and external UBC constituents, health authorities, and both provincial and federal government officials. This role also provides administrative support for the Strategic Initiatives team. Responsible for the strategic, operational, and administrative organization of the Senior Advisor and the Strategic Advisor. Manages strategic priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the initiatives and goals. Manages the commitments of both roles, requests for information, meetings and makes the appropriate linkages with the other members of the FoM Dean’s Executive team and UBC Health senior leadership. Conducts research, advising options and courses of action. Manages mandates of strategic planning and governance and administrative committees and strategic planning groups, ensuring that they fulfill their mandates in the most efficient and timely manner. Prepares presentation and materials for internal and external constituents, as required. Confidentiality, tact and diplomacy are critical to this position. This position deals with highly confidential and sensitive material and matters, relating to faculty administration, government, and health authorities. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Office of the Dean, FoM and the VP Health portfolio, the operating procedures and functions of its departments, university policies and procedures and related organizational protocols.

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

UBC experience preferred.
Experience providing executive level support.
Proven administrative experience in a large and complex organization.
Experience working with individuals at senior levels.
Experience in managing projects that involve a variety of stakeholders.
Knowledge of University policies, procedures, governance and administrative systems preferred.
Ability to effectively facilitate groups to achieve appropriate outcomes.
Strong organizational, problem-solving, planning and analytical skills and possess an excellent attention to detail.
Must be highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications.
Proficient in the use of English grammar, spelling, punctuation and professional terminology.
Proven ability to communicate professionally and tactfully, both orally and in writing.
The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations.
Ability to compose correspondence and other written materials using clear and concise business English.
Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
Ability to effectively manage multiple tasks and priorities.
Ability to maintain accuracy and attention to detail.
Ability to exercise judgment, tact, discretion and diplomacy.
Pro-active cognizant of conflicting priorities with the ability to advise and direct resolutions.

Responsibilities

Manages various projects and parts of projects for the Faculty of Medicine, this includes: identification, implementation, review, and management of all aspects of the project cycle including analyzing and evaluating outcomes and providing advice on improvements.
Ensure the Senior Advisor and Strategic Advisor are kept abreast on new developments that are related to various projects and meetings.
Responsible for a variety of projects to ensure the efficient administration, organization and operation for the Senior Advisor and Strategic Advisor.
Analyze information provided internally or by external agencies and writes/drafts various communications on behalf of the Senior Advisor and Strategic Advisor.
Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the Senior Advisor and Strategic Advisor in support of current issues.
Prepares briefing notes and plans for the Senior Advisor and Strategic Advisor by analyzing, researching and drafting notes for review.
Serves as the primary point for the Senior Advisor and Strategic Advisor; communicates on behalf of the Senior Advisor and Strategic Advisor as needed.
Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Senior Advisor and Strategic Advisor, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.
Writes/initiates drafts of confidential communications for the consideration of the Senior Advisor and Strategic Advisor pertaining to the units and faculty; inter-Faculty and University matters; external relations and activities. These communications will deal with sensitive matters and must be prepared using extreme diplomacy.
Prepares presentation and materials on behalf of the Senior Advisor and Strategic Advisor for internal and external constituents, as required.
Deals with faculty members, staff, government representatives, internal and external constituents, and others in a professional manner.
Consistent with the Faculty’s professional Standards documents, the Faculty is committed to the highest level of professionalism in all interactions.
Other duties as required.
May supervise temporary staff or students.

Benefits

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 of Medicine —comprised of approximately 2,600 administrative support, technical/research and management and professional staff, as well approximately 620 full-time academic and over 14,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes.
Together with its University and Health Authority partners, the Faculty of Medicine 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.
Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.
Are you ready to embrace the future together?
Equity and diversity are essential to academic excellence.
An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].