Administrative Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

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Posting End Date

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

Job End Date

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 Description Summary

This position is responsible for providing confidential administrative support to the Associate Director, First Nations House of Learning (FNHL) and works closely with senior members of the FNHL. This position is expected to act independently on behalf of the FNHL on administrative and operational matters, data management and communications, and to take initiative to ensure effective functioning of the Unit. The incumbent acts in an advisory capacity on a range of issues critical to daily operations of the FNHL and the First Nations, Métis, and Inuit students, staff, and faculty, and the wider university community that the unit serves. The Administrative Coordinator is the primary contact for the FNHL, and many of its partner and community organizations, liaising with the University and the broader community.

The Administrative Coordinator also manages key activity areas for the Associate Director, First Nations House of Learning (FNHL) portfolio, including (but not limited to) visits to UBC by Indigenous leaders, speakers, and national and international delegations from partner and community organizations and other universities. The Administration manager is responsible for ensuring that events and activities are planned, managed and executed according to the policies, budget and goals of the unit, including ensuring adequate planning of financial, physical and human resources.

The Administrative Coordinator must be able to foster and facilitate effective working relationships within the unit and the University community. The incumbent is expected to be knowledgeable about the operations of the FNHL, be able to deal with sensitive and confidential matters, and to work collaboratively and effectively. The incumbent will also interact with faculty and staff from around the world, and must always exhibit intercultural understanding.

Organizational Status

The Administrative Coordinator reports to the FNHL Associate Director and will also take direction from the FNHL Director. This position works closely with FNHL and Xwi7Xwa staff and maintains a working relationship with UBC Finance and UBC Human Resources. This position will work closely with other UBC departments at various levels as directed by the Associate Director.

The Administrative Coordinator will have access to sensitive and confidential information, including human resources and financial information. Work may be required outside of core hours; flexibility is required.

Work Performed

Project Management:

• With direction from the Associate Director, FNHL, the Administrative Coordinator manages projects as required, including, developing project plans, scope, timelines, milestones and deliverables. Conducts needs analysis.
• Plans project activities, follows up on action items and deliverables to ensure completion, and keeps the project on track and focused on achieving the intended outcomes. Refines project requirements as necessary.
• Manages goals, deliverables, budgets and timelines in conjunction with stakeholders.
• Identifies resources, systems, policies and procedures required to launch projects
• Develops project documentation while coordinating all processes, including communication processes
• Responsible for the overall management - including development, delivery, and implementation - of special projects as directed by the Associate Director.
• Oversees the work of the FNHL team in arranging speaker and delegation visits.
• Researches, prioritizes and determines the appropriate course of action, referral, or response on a variety of complex matters within the scope of the Administration of the FNHL.

Administrative Oversight:

• Coordinates the day-to-day running of the First Nations House of Learning (FNHL).
• Manages facilities, IT issues and equipment. Identifies areas for improvement and efficiencies; develops and implements administrative policies and procedures for the FNHL.
• Manages the FNHL's priorities and professional commitments, exercising judgment in reviewing protocol for scheduled events and project priorities.
• Supports the Associate Director, First Nations House of Learning on operations, budgetary, and personnel matters.
• Provides support to the Associate Director, FNHL on staff matters. Works closely with the appropriate partners in Human Resources and other departments ensure staff recruitment and appointments are made in line with unit budget forecast and staffing plans, as well as ensuring timely performance management and staff development. May work with highly sensitive information relating to dispute resolution, and discipline of support staff and student employees.
• Manages student hires according to fiscal budget allocations, student hiring programs like Work-Learn and other student staff classifications, payment schedule and procedures, and advising for the training requirements for student staff.
• Responsible for ensuring salary administration processes such as merit and annual increases are administrated correctly and within budget, under the direction of Human Resources.
• Produces reports for the Associate Director, FNHL, to ensure compliance with UBC policies.
• Ensures that the unit follows appropriate guidance regarding interpretations and applications of the CUPE 2950 collective agreement, AAPS Agreement, and University Human Resources policies.
• Ensures unit records are kept current and confidential in accordance with Freedom of Information/Protection of Privacy legislation.
• Ensures that FNHL operations are based on best practice models and UBC policies and procedures.
• Responsible for orientating FNHL staff to relevant policies and procedures.
• Under the direction of the Associate Director, FNHL, monitors the FNHL's social environment and developing systems to ensure regular social activities are planned that contribute to staff team building.

Other Duties:

• Performs other related and evolving duties in keeping with the qualifications and requirements of the role.

Consequence of Error/Judgement
The Administrative Coordinator's decisions and recommendations on budget planning are guided by the First Nations House of Learning's mandate. Objectives are undertaken in compliance with the University's policies and procedures as well as government regulations. Inappropriate judgment can compromise the FNHL's ability to meet its objectives and goals and its relationships within the University and with external Indigenous organizations, communities, and government agencies. Errors can impede UBC's progress on its Indigenous Strategic Plan and relationships with other Indigenous initiatives at the local, regional, provincial, national, and international levels. The consequences of errors or failures in judgment are correspondingly more extensive and serious. Failure to monitor the budget could seriously compromise the FNHL's programming, and disruption of student services, either through loss of future funds or over expenditures, affecting the FNHL's reputation with communities, UBC partners, and senior management. Failure to monitor the human resources processes could lead to less effective and efficient practices and outcomes for the FNHL.

Supervision Received
The Administrative Coordinator works under the broad guidelines established by the Associate Director of the First Nations House of Learning. The setting of performance goals and expectations and their assessment will be conducted by the Associate Director of the FNHL.

Supervision Given
The Administrative Coordinator may be responsible for hiring, discipline, evaluation, termination and supervision of an administrative support staff person, which may include student work learn positions.

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

• Experience working at a senior executive level and in a large complex organization is preferred. - Excellent Interpersonal skills and cross-cultural sensitivity. Ability to show these skills and sensitivity in working with students, staff, faculty and partners.
• Due to nature of the program and in accordance with Section 42 of the BC Human Rights Code Indigenous applicants (First Nations, Inuit, or Metis) are encouraged to apply
• Effective organizational, problem-solving, planning and analytical skills. Must be proactive and cognizant of conflicting priorities, with the ability to advise and direct resolutions.
• Demonstrated experience communicating with a broad range of stakeholders.
• Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. Ability to exercise judgment, discretion and diplomacy.
• Ability to work independently, with minimum supervision, and cooperatively both within the UBC community and with external stakeholders.
• Some familiarity with data gathering, assessment and reporting.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to explain, assign, and monitor work. Ability to be thorough, accurate, and have a high level of attention to detail.
• Experience in managing projects that involve a variety of stakeholders.
• Experience in financial management.
• Experience with the Workday system and specifically UBC Workday
• Knowledge of University policy and procedures.
• Ability to maintain accuracy and attention to detail.
• Ability to establish and maintain effective relationships with diverse groups and colleagues across campus and within the wider community.