Administrative Coordinator, Office of the Vice Dean, Education

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

JOB SUMMARY

Provides strategic administrative support to senior leadership of the Office of Vice Dean, Education, Faculty of Medicine which comprises of the Vice Dean, Education (VDE), the Senior Director, Education Programs & Services (SD).. Responsible for managing all aspects of the VDE and the SD's intensive and demanding calendars including the scheduling and supporting of large group and committee meetings, booking travel arrangements, and organizing events and catering. The individual will be expected to meet with the VDE and SD, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which inquiries, requests and problems to handle on their own.

In addition to providing complex calendaring / coordination support to the VDE and the SD, the individual will assist with the daily operations of the Office of the VDE, including facilitation of: various annual projects, events, and initiatives. The individual will be responsible for the workflow of all documents and financial files that require the review and approval of the VDE and the SD.

The Administrative Coordinator will need to learn and retain a thorough familiarity and knowledge of the VDE and the SD's portfolio, including all senior executive activities the VDE and the SD are involved with, initiatives and priorities taken on by the the FoM at large.

As the Office of the VDE is responsible for education specific strategic initiatives and priorities, the incumbent hired into this position must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-paced environment of the Faculty of Medicine.

This position will be based at the UBC Vancouver Campus, specifically the Djavad Mowfaghian Centre for Brain Health (DMCBH). The incumbent will occasionally be required to work flexible hours with occasional travel to other sites (e.g., Diamond Health Care Centre) to support operational activities within the Office of the VDE.

ORGANIZATIONAL STATUS

Our Vision: To Transform Health for Everyone.

The Office of Vice Dean, Education is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Universities of Victoria, Northern British Columbia, and UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Continuing Professional Development, Faculty Development and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Additionally, this position interacts regularly with members of the Education portfolio, the Office of the Dean, UBC Faculty of Medicine, UBC Central, and external agencies at a local, national and international level.

WORK PERFORMED

• Strategically manages the time and commitments of the Vice Dean, Education (VDE) and Senior Director, Education Programs and Services (SD). Reviews and assesses requests for meetings to ensure they meet the VDE and SD's constantly changing goals and priorities; and exercise judgment as to the best use of the VDE and SD's time. Consults with the Executive Coordinator as needed when it comes to finalizing and resolving complex or nuanced meeting requests. Responsible for room booking, arranging videoconferencing connections, and arranging catering as required.
• Uses diplomacy, persuasiveness, discretion and tact in prioritizing meeting requests and in all interactions with internal faculty and staff leaders, members of the senior government and University, Health Authority officials, donors, learners, and the general public. Identifies conflicts, creates plans/provides solutions and strategies, and keeps the VDE and the SD apprised of their evolving schedule at all times.
• Assembles, maintains and brings forward materials from a variety of sources for the VDE and the SD's attention to support the VDE and the SD with meeting preparation.

• Responsible for ensuring the VDE and the SD has office space booked at the varying work sites (e.g. DMCBH, DHCC, IRC, City Square, etc) when the schedule entails the VDE and the SD to be in-person.
• Responds to e-mail, telephone and in-person inquiries from units within the Faculty of Medicine, UBC, UBC, Ministry, and the general public relating to the VDE and the SD's schedules and inquiries, either general or complex in nature. Where necessary, in consultation with the Executive Coordinator, triages, redirects, and tracks incoming and outgoing paper and electronic mail.
• Prepares correspondence, forms, reports, and other documents in either draft or final format, much of which is sensitive and confidential, from handwritten materials, brief oral instructions or notes, and/or e-mails.
• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the VDE and the SD.
• Prepares, tracks, and processes a variety of forms and documents which require the review, approval and/or signature of the VDE and the SD. Works with the HR Team to ensure accuracy of appointment forms and contracts for all of VDE and SD's direct reports. Works with various unit Assistants or Financial Officers to verify budgetary information and supporting documentation of financial documents.
• Coordinates all travel arrangements for the VDE and the SD including airline, hotel, visas, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to detail. Prepares complex reimbursement of travel expenses.
• Responsible for all VDE and SD equipment purchases, equipment and software troubleshooting including submission and tracking of service tickets through to completion with FoM Digital Solutions.

• In collaboration with the Manager and Executive Coordinator, supports a variety of standing committee, council and working group meetings. Prepares and distributes agendas and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, and videoconferencing connection; takes minutes and meeting notes as required; tracks and follow up with various committee members or guests on outstanding action items.
• In collaboration with the Executive Coordinator, coordinates a variety of annual projects, events and initiatives including but not limited to: awards facilitation, retreats, delegate visits, annual performance assessments, education portfolio recruitments, unit budget reviews, and distributed site visits.

• Track stocks of office supplies and place orders when necessary and/or at request of VDE Team members.
• Manages the Office of the VDE's physical and electronic records. Ensures a records management system is applied when filing records, creating/maintaining records, culling existing records, packaging/filing records away for archiving. This includes the maintenance of existing databases, distribution lists, and software accounts and passwords.
• Provides support and basic onboarding training for new administrative staff as required.
• Acts as a back-up for the Executive Coordinator and other members of the Education portfolios as required.
• Performs other related tasks as required.

CONSEQUENCE OF ERROR

Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. The Office of the Vice Dean, Education routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgement with internal and external constituents could have a negative impact on the Office of Vice Dean, Education, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgement. 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.

SUPERVISION RECEIVED

Reports directly to the Executive Coordinator, Office of the Vice Dean, Education (VDE). Works closely with and takes direction from the Vice Dean, Education, the Senior Director, Education Programs and Services. This position will also receive work direction from the Administrative Director, Senior Manager, and the Manager, Office of the VDE. Performs familiar duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Provides onboarding and training as needed to FoM Education portfolio staff. Supervises work learn students or temporary staff.

MINIMUM QUALIFICATIONS
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an 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.

PREFFERED QUALIFICATIONS

Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.

Highly effective verbal and written communication skills.

Highly effective interpersonal and organizational skills.

Exceptional attention to detail is required.

Ability to exercise considerable judgment on a daily basis and work independently and as a team, in a complex environment while developing and maintaining cooperative working relationships.

Ability to plan, schedule and organize a variety of projects, events and/or initiatives, often concurrently.

Ability to adapt to changing priorities, set work priorities, multi-task, work under pressure and meet deadlines in a fast-paced environment.

Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

Ability to exercise tact and discretion with confidential matters.

Ability to support a diverse group of people over calls, emails and in-person in a calm, courteous, polite and professional manner. Re-directing as appropriate.

Ability to gather, record and organize information.

Ability to compose correspondence, reports, presentations, meeting minutes and other written materials using clear concise business English.

Experience with videoconferencing and teleconferencing an asset.

Experience with Workday and OneDrive preferred.

Experience in a customer service oriented role preferred.

Knowledge of University policies and procedures preferred.

Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook and internet applications (e.g. Straw Poll, etc).

Ability to type 60 wpm and operate a normal range of office equipment.

Ability to travel between local sites as required.