Administrative Coordinator

Job Summary
The Administrative Coordinator is responsible for the administrative and operational support of the Central Administration Office within the Department of Paediatrics, in the UBC Faculty of Medicine. This position also provides administrative support for Education leadership and assists with academic events in the Department. The incumbent must use knowledge, discretion, tact, and judgment when dealing with faculty, staff and trainees’ requests and concerns.

All information conveyed to stakeholders must be in accordance with Faculty and departmental policies and procedures.

The main functions include office coordination and logistical support within the academic administration office, coordination of leadership recruitments, supporting Department leadership, processing expense reimbursements, facilitate logistics for academic sessions, prepare call schedules, and attending to the numerous day to day administrative details. Tasks include coordinating office meetings, recruitment logistical bookings, purchasing of supplies, disseminating office communications and inform applicable parties. Other tasks include supporting academic sessions and events and logical support for Education leadership.

This position will provide timely and accurate data and information for management to make strategic and operational decisions. The position plays a key role in ensuring the smooth running of the UBC Pediatrics Central Administration Office at BC Children's Hospital.

Organizational Status
The incumbent reports directly to the Senior Director, Administration and to the Program Manager, Education for education deliverables. The incumbent works with the Division Heads, Central Office staff, Education Leadership and the Senior Manager Education. The administrative office of UBC Department of Paediatrics is located at BC Children's Hospital in Vancouver and residents are educated at Paediatric sites throughout the province.

The Department is one of the largest and most complex within the Faculty of Medicine. The Department has distributed training sites across the Province. The Department also has 20 Pediatric Subspecialty Divisions, Undergraduate Paediatric Core Year 3 clinical clerkship and the Year 4 Elective program.

Work Performed

Office Co-ordination and Administration:

• Acting as the first point of contact in the academic administration office, performing duties such as receiving visitors, answering the phone and responding or directing individuals as appropriate;

• Responding to specific and general (both oral and written) inquiries from staff, students, faculty, and the general public;

• Handling, securing, distributing, and filing general and confidential materials and correspondences from students, staff, and faculty when received;

• Receiving and distributing mail and courier packages;

• Disseminating information and deadlines widely to all applicable parties;

• Maintaining supplies for the office, ordering appropriate supplies, liaising with photocopier technicians;

• Initiating work orders for key requests, furniture/equipment move, facilities repair, security , door lock changes for all academic offices of the Department;

• Co-ordinating equipment renewals with vendors and PHSA IT service in relation to computer equipment and photocopiers;

• Other related duties to support the office as required.

Support to Department Leadership

• Maintains the Senior Director’s appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required;

• Backup to the Department Head assistant during absences;

• Drafting letters and correspondences as required.

Curriculum and Education Support

• Provides logistical support and assists with requests for information, distribute communications and schedules to faculty;

• Arranges logistics for Department events and academic sessions, including room booking and catering support;

• Provide support for new faculty including: arranging new pagers, badges, Vocera, mailboxes, lockers, IDs & passwords, and course…