Administrative Coordinator

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Posting End Date

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

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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.

UBC's campuses are located on the traditional, ancestral, and unceded territories of the Syilx (Okanagan) Peoples and of the Coast Salish Peoples, including the territories of the xwməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Stó:lō and Səl̓ílwətaʔ/Selilwitulh (Tsleil- Waututh) Nations.

Job Summary

UBC is committed to fostering equitable and inclusive learning and working environments in which human rights are respected, where all members of the UBC community are treated fairly and with dignity, and where the rich diversity of UBC students, faculty, and staff have equal opportunity to participate in the life and work of the university. The Equity and Inclusion Office (EIO), under the purview of the Associate Vice-President Equity and Inclusion, has the following mandate:

• To build campus-wide awareness and engage the campus community in activities to promote human rights, equity, and inclusion;
• to enable data-informed planning and evaluation for the effective implementation of institutional initiatives;
• to develop strategic partnerships with units and build campus-wide capacity for strategic systems change; and
• to provide skillful and impartial advising for the early resolution or appropriate referral of human rights and equity-related concerns and complaints.
  

This position provides senior and complex administrative support to members of the EIO leadership team and their teams, and assists with strategic unit activities as needed. Responsibilities include coordinating administrative and financial procedures and processes, organizing the flow of information and office communications, assessing incoming communications, requests, and invitations, some of which are complex in nature, and prioritizing actions accordingly. The role also involves complex scheduling, coordinating logistics for events and workshops, taking meeting minutes, supporting internal and external committees, conducting research into best practices and existing initiatives, maintaining records, and assisting with project coordination.

The Administrative Coordinator must foster and maintain professional, kind, and effective working relationships with all stakeholders. Additionally, this position handles sensitive and complex matters related to the implementation of the Equity and Inclusion Office mandate. A demonstrated personal and professional understanding of equity and inclusion issues are essential for success in this role, as is a strong interest in continuing to learn more about equity and inclusion issues.

Organizational Status

The Administrative Coordinator reports to the Administrative Manager and is an integral part of the administrative team. They work closely with the unit Directors they are assigned to support, following their guidance. In this role, the coordinator collaborates with other team members to help advance our strategic and administrative priorities across the different portfolios.

Work Performed

Director's Administration Support:

• Effectively coordinates, schedules, confirms, and optimizes the time of Director-level positions, resolving issues as needed.
• Organizes travel arrangements for the Directors.
• Processes expenses using Workday, ensuring accuracy by tracking expenses and resolving any discrepancies.
• Composes complex correspondence based on drafts or verbal instructions.
• Using high-level writing skills, prepares and communicates necessary documentation for meetings and engagements.
• Attends meetings, takes minutes, and tracks key decisions and action items.
• Provides thorough briefing notes and appropriate documentation for meetings or engagements., ensuring critical timelines and deadlines are met.
• Prepares necessary materials in advance of meetings and events and arranges audio-visual support.
  

Project Coordination:

• Plays a significant role in organizing projects, committees and events. Ensures the smooth operation of internal and external committees working on strategic initiatives by establishing work schedules and priorities, managing scheduling, booking venues, providing logistical support, keeping communication flowing among committee members, and resolving complex issues.
• Coordinates the scheduling, logistics, and tracking for large and complex initiatives of the EIO (e.g., StEAR Enhancement Fund) and internal EIO events. Ensure timely fund transfers, careful record keeping, and completion of tasks.
• Ensures materials are prepared, including briefing notes, agendas, and speaking notes in advance of meetings and events; arranges audio visual support.
• Attends meetings, takes minutes, and tracks key decisions and action items.
• Keeps communication clear and organized between committees and project teams, using Microsoft Teams, email, and other channels to maintain project file documentation.
• Provides high-level document skills, including editing, formatting and proofreading of documents.
  

Administrative Coordination:

• Collaborates with project leads to track project progress, provide updates, and manage scheduling and logistics for key meetings and events, whether virtual or in-person.
• Partners with the Administrative Manager to implement financial processes, monitor spending, reconcile and manage financial transactions efficiently, as well as prepare and report on team budgets.
• Works closely with the Administrative Manager and the administrative team to maintain coordinated administrative practices, including maintaining electronic filing systems.
• Supports the Administration Manager and broader Operations team in organizing ad hoc meetings as needed.
• Conducts research or gathers early information on logistics, existing initiatives, etc. to support early project decision-making.
• Provides reception coverage and backup support to other members of the administrative team, as needed.
• Assists with recruitment by scheduling meetings, ensuring committee members have access to essential materials, distributing documents, communicating with candidates and ensure accommodation request are offered and adhered to.
• Help implements accessibility and accommodation practices for the benefit of staff and other people who interact with EIO
• Performs any other relevant duties as necessary.

Consequence of Error/Judgement

This position handles confidential and sensitive matters relating to equity, inclusion, intercultural understanding, conflict engagement, and mutual respect. Confidentiality and discretion must be used in dealing with all matters. Job tasks are governed generally by broad instructions, objectives, and policies.

Supervision Received

Works with minimal supervision. Direct supervision and coordination of shared administrative work is provided by the Administrative Manager.

Supervision Given

May explain work procedures to staff and students. May supervise work learn students.

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

Preferred Qualifications

Administrative Skills

• Administrative training is considered an asset, along with knowledge of office procedures and practices or equivalent skills and experience, particularly in the UBC context or another complex institution in a relevant administrative role with significant responsibilities.
• Familiarity with UBC policies, procedures, governance, and administrative systems.
• Extensive experience successfully supporting logistics and operations for projects involving multiple stakeholders as well as events (e.g., meetings, workshops, working lunches) that support the inclusion of members of historically, persistently, systemically marginalized groups (e.g., racialized people, people with disabilities, 2SLGTBTQIA+ people)
• Ability to foresee challenges in scheduling or group coordination processes and independently and proactively come up with solutions.
• Demonstrates initiative when providing project coordination support, and possesses a strong ability to adjust to changing priorities and effectively juggle multiple tasks in a dynamic work environment. Ability to independently foresee and diagnose problems, identify underlying issues, exercise sound judgement and discretion and effectively resolve issues on a daily basis
• Experience preparing, monitoring, reconciling, and reporting on budgets.
• Preference will be given to those who demonstrate knowledge and skills related to equity, diversity, inclusion as they apply to administrative practices, along with experience in applying inclusive principles in daily interactions with a diverse group of colleagues.
• The candidate must be flexible and responsive in supporting the work of the Equity & Inclusion Office.
  

Interpersonal Skills:

• Proven intercultural competencies and superb interpersonal skills and ability to effectively communicate, build relationships, interact and collaborate with empathy, respect and understanding with diverse community members.
• Skilled in building positive relationships and collaborating with diverse teams and departments to achieve common goals.
• Exhibits a high degree of diplomacy, tact, and discretion in all interactions, ensuring confidentiality and sound judgment. May provide assistance and emotional support to individuals coming to or calling the EIO who are under stress or in crisis, showing empathy and sensitivity.
• Upholds a strong sense of integrity when managing sensitive information and addressing inquiries from students, staff, faculty, and the public.
• Committed to delivering excellent customer service by responding effectively to inquiries in person, on the phone, and in writing. Adept at triaging issues, making referrals, and escalating matters to the Director when necessary.
• Possesses strong analytical skills to assess situations critically and provide thoughtful recommendations.
• Takes the initiative and demonstrates sound judgment in making informed decisions independently.
• Thrives in both independent and collaborative work settings, contributing to team efforts with minimal supervision.
• Actively promotes a diverse and inclusive workplace by cultivating cooperative and productive relationships, developing awareness and skills related to equity, diversity and inclusion, and fostering a respectful and collegial atmosphere.
  

Technical Skills:

• Possesses effective organizational, problem-solving, planning, and priority-setting skills.
• Maintains a high degree of accuracy and attention to detail while working under pressure to meet deadlines.
• Accurately manages appointment calendars, coordinates meetings, schedules appropriate appointments, and resolve scheduling conflicts.
• Intermediate to advanced level computer experience required, especially using Microsoft Office applications (e.g., Outlook, Word, Excel, PowerPoint), videoconferencing tools (e.g., Zoom, Teams), and electronic survey platforms (e.g., Doodle). For example, trouble-shooting videoconferencing, Zoom or other hybrid/virtual platforms. As someone with advanced skills in this space, provides training and/or instruction to support team members with these skills (e.g., Teams, One Drive, Zoom).
• Intermediate skills at using collaborative software and platforms to help organize the work-flow of a team and ensure effective and timely response to emails and requests.
• Ability to create professional and basic PowerPoint slide decks, based on materials provided by Directors and Associate Directors.
• Experience with Workday is a plus.
• Skilled in taking and transcribing accurate meeting minutes.
• Capable of composing correspondence, reports, presentations, and other written materials in clear and concise business English.
• Able to create and maintain accurate record-keeping and filing system