Department Coordinator

Staff
- Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried
- Administrative Support 4 (Gr8)

Job Title Department Coordinator

Department Administrative Management | Department of Emergency Medicine | Faculty of Medicine

Compensation Range $4,739.00 - $5,102.00 CAD Monthly

Posting End Date September 24, 2026

Note:

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

Job End Date Ongoing

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.

This position works under the direction of the Department Head and the Administrative Manager. The position plays a key role in the Department by providing day-to-day administrative support to the Department Head and Administrative Manager and planning major Departmental events.

Provides executive administrative support to the Department Head, and Administrative Manager:
Organizes the calendar of the Head (and at times the Administrative Manager) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimizes Head's travel time where possible. Supports planning and coordination of travel and events for the Department Head and the strategic plan. Makes travel and hotel arrangements for the Head.

Selects and assembles a schedule of meetings that the Department Head would need to attend at out-of-town conferences. Screens incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Head and Administrative Manager. Departmental contact for Head’s signature requests, including research forms and contracts. In the Department Head’s absence, arranges alternate signing authority.

Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notifies appropriate parties of this alternate signing authority. Provides support to the Department Head with teaching, scholarly, and clinical activities. Maintains Department Head’s CV. Drafts and edits letters, memoranda and reports, and generates and compiles statistical data and reports, as needed. Pro-actively coordinates and supports the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner.

Provides administrative support to Departmental Committees, including the Department of Emergency Medicine Advisory Committee (DEMAC), the Research Committee, Executive Committee, Rounds Committee, Full-time Faculty meeting and other ad-hoc committees. These duties include but are not limited to: booking rooms (or zoom calls), taking minutes, proactively distributing agenda and minutes in a timely fashion and maintain attendance records. Schedules Departmental Meetings, collects information, and develops agendas, materials and takes minutes for Departmental Meetings.

Distributes approved minutes to the appropriate members. Books meeting rooms, zoom calls and presentation equipment when required; arranges catering when needed. Maintains attendance records for standing committee meetings and coordinates payment processing and documentation for eligible committee members. Coordinates end-to-end interview logistics for departmental recruitment and selection processes, including compiling and distributing…