"Senior Administrative Coordinator"

BC Children's Hospital

time type

Full time

posted on

Posted 5 Days Ago

job requisition id

JR18222

Staff - Union

Job Category

CUPE 2950

Job Title

Senior Administrative Coordinator

Department

Human Resources and Administration | Department of Paediatrics | Faculty of Medicine (Harjit Gill)

Posting End Date

August 21, 2024

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

Job End Date

Aug 31, 2025

This offer is conditional upon successful completion of a Criminal Record Check.

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 Division of Nephrology seeks a Senior Administrative Coordinator to facilitate a translational research program in childhood kidney disease, and administration of a national training program for child health research. A program of translational research in children’s kidney care, and child health research training hub is being established at BC Children’s Hospital. The position will report to Principal Investigator, and work in collaboration with local, national and international co-investigators and national training program partners.

Organizational Status

The position works closely with a principal investigator and collaborating faculty members, trainees, and staff in their academic endeavors.

Collaborates and interacts with other members of the pediatric administrative team, divisional secretaries, research personnel, and representatives from within the hospital and university communities.

Work Performed

Academic Support

1. Assist in the administration of research projects and programs, ensuring their successful execution.

2. Coordinate financial record keeping related to research and training program activity, ensuring accurate and organized documentation of financial transactions and expenses.

3. Provide confidential executive support to the Principal Investigator through email and calendar management, and assist in prioritizing and planning activities and meetings. 

Training and Education Program

1. Responsible for coordination of all aspects of training program, including scheduling yearly activities

2. Coordinate program committee meetings and provide support to committee chairs as needed

3. Communication with learners and members of the training program community using tact, diplomacy and discretion in collaboration with Principal Investigator

4. Coordinate all communication with potential training program applicants, assist in application submissions

5. Supervise on boarding and off boarding procedures for training program learners

6. Coordinate and facilitate evaluations of mentors and learners

7. Assist in website maintenance and updates, including monitoring content to ensure that it is correct and up to date

8. Submit expenses for re-imbursement as required for various training program activities

Special Projects

1.  Coordinate the creation and update of a comprehensive training program manual

2.  Conducting internal review processes to find efficiencies and quality improvement

3.  Organizing special meetings that involve event planning, such as a yearly training program symposium

Research Coordination of Translational Nephrology Research Program

1. Onboard new research staff and students, and provide coaching for initial set up of research projects with respect to application for ethics and access to grant funds

2. Request and assist with issuing of ID cards and computer and research systems access for new hires and students, ensuring timely coordination with HR and IT departments and maintaining detailed records for compliance

3. Responsible for development and completion of all HR hire documentation.

PHSA Finances

• Setting up of accounts for training program and donor directed funds
• Coordinate expenses and reimbursements claims to be paid
• Liaise with internal and external stakeholders with respect to finances

Other Administrative Duties

• Create drafts of emails containing information regarding the training program activities for circulation to the community, including newsletters
• Plan and host occasional social activities related to the training or research programs
• Booking of meeting rooms to conduct in person meetings within the BC Children’s Hospital campus
• Submit IT requests as required to meet needs for research team
• Be able to respond to ad hoc requests, adjust to shifting priorities based on arising needs for the training or research programs.
• Once a year travel to a Canadian destination for 3-5 days to oversee implementation of the training program symposium (expenses paid).

Consequence of Error/Judgement

This position is expected to work independently, with minimal supervision. Applies knowledge of procedures, guidelines and regulations and makes decisions within established protocols. Uses sound judgment, tact, discretion and sensitivity in problem solving. Significant problems are referred to Principal Investigator. Participates actively in dialogue and development of creative team-based solutions. Confidentiality is essential.

Supervision Received

This position reports to the Principal Investigator or designate.

Supervision Given

N/A 

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

• Computer experience required (Word, Excel, PowerPoint, Outlook preferred)
• Experience in an academic health care setting is an asset
• Effective oral and written communication, interpersonal and organizational skills
• Ability to type 60 wpm and to operate a normal range of office equipment
• Ability to type letters, memos, and reports, often of a specialized nature specific to the field of pediatrics
• Ability to take and transcribe minutes
• Ability to compose correspondence using concise business English
• Ability to work both independently and within a team environment
• Ability to exercise tact and discretion in a multicultural environment
• Ability to prioritize work and meet deadlines
• Ability to maintain accuracy and attention to detail