Vfmp Administrative Coordinator

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Posting End Date

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

Job End Date

Please note this is an 18-month term position for a leave replacement.

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 SUMMARY

The Administrative Coordinator provides senior administrative support to the Regional Associate Dean (RAD), Vancouver Fraser Medical Program (VFMP), Assistant Dean, VFMP, and the Director of Administration, VFMP for the Faculty of Medicine. They will be expected to accommodate requests to meet with the Deans and Director of Administration, 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 enquiries, requests and problems to handle on own initiative.

As part of the organization of formal committees within the Medical Undergraduate Program (MDUP), the incumbent interacts with senior officials and agencies involved with the VFMP, provincial stakeholders, as well as stakeholders outside the university. The incumbent must be able to manage sensitive, restricted and confidential matters in a complex environment and develop a thorough knowledge of the activities of the VFMP and Faculty of Medicine.

ORGANIZATIONAL STATUS

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—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty 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.

Reports to the Office Manager, VFMP.

WORK PERFORMED

Administrative Coordination

• The incumbent provides personal and confidential support to the Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP. Responsibilities include scheduling numerous appointments and coordinating meetings. Required to adapt to frequently changing priorities and schedules to accommodate needs.
• The calendar of the Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP are complex and as a consequence the Administrative Coordinator, VFMP is required to maintain frequent communicate with VDE Office, Student Affairs, Fraser Team, partner sites, and teams across VFMP.
• Ongoing prioritization and communication will be required as well as ongoing consultation with the Office Manager, VFMP, Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP regarding ongoing responsibilities in order to meet the needs of the VFMP.
• Responsible for organizing various team meetings, including All VFMP Team Meetings, Fraser Core Touchpoints, Regional Associate Dean meet and greets with students, Faculty Leadership meetings and other adhoc meetings, etc. some of which requires the preparation and distribution of agendas, other meeting materials, rooms bookings, travel, catering, videoconference connections, and taking minutes to support records retention and decision-making. Scheduling team meetings requires extensive collaboration with faculty and staff at different locations, as well as the ability to resolve conflicts.
• Deals with a high volume of incoming emails, including requests for meetings with the Regional Associate Dean, VFMP, Assistant Dean, VFMP, and Director of Administration, VFMP. The position is required to determine priority of requests, and respond accordingly. Responses require the use of tact, discretion, and diplomacy for both internal and external audiences.
• Maintains confidential academic records for students in difficulty, which requires the ability to manage confidential records. Provides information to support FOI requests, RSPS discussions, and credentials requests from external organizations. The maintenance of records requires accuracy, discretion, and prioritization to support timely receipt of information by the Regional Associate Dean, VFMP.
• Supports the Regional Associate Dean, VFMP in the development of written correspondence by drafting letters in response to enquiries from internal stakeholders within UBC, such as the Office of Research, Governance and Recognition, etc.
• Manages the filing system on behalf of the Office of the Regional Associate Dean, VFMP, including filing, creating and maintaining files, and archiving relevant files. Supports maintenance of the VFMP files in alignment of UBC's document retention and archiving policies.
• Provides technical assistance to the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Director of Administration, VFMP for meetings, lectures and presentations (PowerPoint, etc), as needed.
• Coordinates all travel arrangements for the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Director of Administration, VFMP, as required; including room bookings, research of travel options (flight or ground), and processes the reimbursement of travel expenses.
• Manages the organization and logistics for all faculty hiring within VFMP on behalf of and in consultation with the Regional Associate Dean, VFMP, and Assistant Dean, VFMP. Responsibilities include maintenance of VFMP templates and processes for faculty hiring; ensuring Equity, Diversity and Inclusion training occurs for all interview panel members, engages with interview panel members to organize interviews, discussions, manage documentation associated with the interview, correspond with candidates, and drafting letters of recommendation and announcement. Requirements necessitate tact, discretion, organization and the ability to problem solve.
• Manages decanal interviews on behalf of VFMP which includes accurate and detailed records for interviews, regular interaction and coordination with the Office of the Vice Dean, develop detailed meeting minutes, and develop appointment packages to support approval of appointments by the Dean, Faculty of Medicine.
• Deals with External Stakeholders, Program Directors, faculty members, staff, and others in a professional manner on behalf of the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Director of Administration, VFMP Office by phone, e-mail, and in person.
• Prepares and verifies a variety of forms which require the signature of the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Director of Administration, VFMP.
• Leads and manages special projects on behalf of the Director of Administration, VFMP.
• Acts as a back-up for various positions across the VFMP team, as needed. Provides support for other Faculty of Medicine events, including scheduling, development of invitations, facilitation, and troubleshooting issues for online events.
• Submits expense reports as required on behalf of the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Director of Administration, VFMP.

Committee Organization

Oversees the coordination of the following senior leadership committee meetings. These include:

Student Promotion and Review Board (SPRB): The Board is responsible for monitoring the progress of, and for promoting, medical students in the MD Undergraduate Program across the Vancouver Fraser Medical Program, Island Medical Program, Southern Medical Program and Northern Medical Program.

• Coordinates and attends all monthly meetings, requiring the coordination of complex schedules, development of meeting minutes, and documentation of decisions, in line with UBC governance standards.
• Communicates with MDUP provincial Regional Associate Deans (NMP, SMP, IMP, VFMP), Assistant Deans (NMP, SMP, IMP, VFMP, Fraser), provincial Program Managers, Course Directors, and Student Affairs regarding the distribution of confidential materials -and decisions.
• Drafts Review Board letters to students concerning remediation and supplemental examination requirements for approval by the Chair, Student Promotion and Review Board.
• Communication and coordination with students to support their presentations at SPRB. This includes engaging with Student Affairs to ensure all requirements and standards are met for student participation.
• Ensures that all Student Promotions documentation is tracked and archived according to archival policies and procedures.
• Assists the Chair, Student Promotion and Review Board with the preparation of documentation for student appeals of Review Board decisions.
• Ensure consistent documentation across all provincial MDUP distributes sites is submitted for SPRB discussions, including the use of appropriate trackers.

VFMP Regional Student Promotions Subcommittee (VFMP RSPS)

• Coordinates and attends all monthly meetings, requiring the coordination of complex schedules, development of meeting minutes, and documentation of decisions, in line with UBC governance standards.
• Communicates with the VFMP faculty leadership, the Regional Associate Dean, VFMP, Assistant Dean, VFMP and Fraser, and Program Managers and Course Directors regarding distribution of confidential materials and coordination of meeting schedules.
• Drafts RSPS letters to students concerning remediation and supplemental examination requirements etc. for approval by the Chair, VFMP Regional Promotions Subcommittee.
• Ensures that all promotions documentation is tracked and archived according to archival policies and procedures.
• Assists with the preparation of documentation for student appeals of RSPS decisions.
• Works collaboratively with Clinical Education Administrative Team and Provincial Learner Assessment Team within VFMP to develop and manage the promotions calendar for use across all provincial sites (NMP, IMP, VFMP, SMP).

VFMP Site Directors & Faculty Development Associates Forum (Forum)

• Coordinates and attends all monthly meetings, requiring the coordination of complex schedules, development of meeting minutes, and documentation of decisions.
• Track action items and follow-up with individuals responsible to ensure completion. This requires ongoing and regular communication with faculty leadership and staff within VFMP.

VFMP Student Development and Support Subcommittee (SDSS)
The SDSS meetings are held with limited members and individual students.

• Maintains SharePoint site.
• Ensures that all SDSS documentation is tracked and archived according to archival policies and procedures.
• Attend select SDSS to support the development of minutes. This task requires a high degree of discretion and accuracy as there are implications for student promotions.

For the Boards and Committees listed above

• Maintains copies of the Terms of Reference for the committee listed above.

Other

• Maintains and updates a Procedures Manual for the position.
• Assists with invigilation during examination periods (scheduled within regular working hours).
• Performs other related tasks as required.

CONSEQUENCE OF ERROR

Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the RAD and the Director of Administration, VFMP and the quality of the MD Undergraduate Program, and could reflect negatively on the Faculty of Medicine and the University.

SUPERVISION RECEIVED

Directly reports to the Office Manager, VFMP. Works independently, with a minimal level of Supervision but under the general direction of the RAD and Director of Administration, VFMP.

SUPERVISION GIVEN

None.

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

• Knowledge of University policies and procedures an asset.
• Experience with SharePoint and Teams is a superior asset.
• Oral and written communication skills.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to maintain accuracy and attention to detail.
• Ability to effectively use MS Outlook, Word, PowerPoint, and Excel at an intermediate level.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to effectively manage multiple tasks and priorities.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to type 60 w.p.m. and to operate normal range of office equipment including transcribing applications.
• Ability to transcribe minutes from handwritten notes and various electronic mediums.
• Ability to respond appropriately to inquiries in person, and in writing, and make appropriate referrals.
• Ability to work effectively independently and in a team environment.
• Proven effective interpersonal, organizational, and multi-tasking skills.
• Demonstrated ability to support various high-level committees.
• Ability to be adaptable and effective in a fast paced, high-volume environment and ability to prioritize work and meet deadlines.
• Ability to exercise initiative and judgment, excise tact and maintain confidentiality.
• Ability to work effectively both independently and within a team environment.
• Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Ability to research and compile information drawn from various sources.
• Ability to anticipate problems and issues and to plan ahead.
• Proven ability to adapt to and work effectively in a multi-tasked environment.
• Able to work under pressure in a fast paced, high-volume environment with critical deadlines.

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