Admin Coordinator

Staff - Union Job Category

CUPE 2950

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Admin Coordinator

Administrative Support | Department of Urologic Sciences | Faculty of Medicine

$4,739.00 - $5,102.00 CAD Monthly

February 24, 2026

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

February 28, 2027

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.

The Administrative Coordinator provides comprehensive administrative support to the Department of Urologic Sciences. This role is pivotal in ensuring the efficient coordination of departmental activities, including managing schedules, organizing events, and maintaining essential records. The incumbent will liaise with faculty, staff, students, trainees and external partners to facilitate seamless operations within the department.

Reporting directly to the Department Administrative Manager, the Administrative Coordinator collaborates closely with faculty members, medical staff, and other administrative personnel within the department and related organizations.

This position requires a high degree of accuracy, confidentiality, and professionalism. Errors in judgment or processing could lead to miscommunication, scheduling conflicts, or breaches of sensitive information, potentially affecting departmental operations and reputation.

• General Admin & HR Support
• Acting as administrative assistant to Department Administrative Manager and Vice Chair, Clinical Operations.
• Manage the appointment schedules of the Department Administrative Manager and Vice Chair, screening and prioritizing meeting requests.
• Coordinates the Urology Residents’ call schedules, including all changes. ensuring updates and coordination with external agencies like BC Transplant.
• Facilitates contracts related to MOCAP, grant funding, and observer/visitor requests.
• Processes access requests and badges for trainees, visitors and new faculty.
• Coordinates recruitment and appointment processes for clinical fellows and visiting students in collaboration with PGME and departmental admin staff.
• Coordinates the updated records of faculty CVs, and supports documentation for grant applications, promotions and teaching portfolios.
• Prepares and submits Workday transactions (including but not limited to appointments, reappointments, leaves, costing allocations) and gathers documentation for ARPT and CARP processes.
• Liaises with community partners, agencies, and organizations to coordinate the flow of information to the department.
• Creates and updates job manual for own portfolio.
• Provides coverage for colleagues as needed.
• Performs additional administrative duties as required.
• Committee & Education Support
• Coordinates departmental committees including Leadership, Research, Education, and Fellowship Committees.
• Prepares agendas, schedule meetings, records minutes, and tracks follow-up actions.
• Organizes educational events such as Grand Rounds, M&M rounds Research Day, and weekly VPC seminar series.
• Liaises with internal and external speakers, manages logistics, and ensures IT support for hybrid events.
• Organizes the department’s Annual Research Day, ensuring all logistics, materials, and communications are in place.
• Organizes travel arrangements for visiting professors (VP) and faculty members, including itineraries. On average, 4-6 VPs a year.
• Supports videoconferencing for educational events, ensuring connectivity and troubleshooting as needed.
• Schedules and facilitates visiting students, undergraduate medical students, and other trainees for clinic and OR observerships. Including confirming student rotations and troubleshooting any roadblocks.
• Manages event organization, such as departmental end of year event, resident and fellow welcome,…