Administrative Coordinator

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title
Administrative Coordinator

Department
Levin Laboratory Support Division of Nephrology | Department of Medicine | Faculty of Medicine

Compensation Range
$4,460.00 - $4,686.00 CAD Monthly

Posting End Date
January 28, 2024

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

Job End Date

Jan 31, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 complex operational and administrative support, assisting the Executive Director with the management of the Can-SOLVE CKD Network (see Figure 1), including the Core Operations Team, national Steering Committee and Patient Governance Council. The Coordinator is responsible for a broad range of duties, engaging in continuous quality improvement in the areas of operations planning, research facilitation, management of confidential information and working with patient partner volunteers. As this is a research grant involving many partner institutions across Canada, the successful incumbent must be comfortable working in areas of ambiguity and change, to strict deadlines, privacy and confidentiality requirements and across a variety of partners.

Equity and diversity are essential to research and the work of Can-SOLVE CKD. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or a person who identifies as First Nation, Metis, Inuit, or Indigenous. Can-SOLVE CKD welcomes a broad range of applicants and accommodations are available for candidates taking part in all aspects of the selection process. Indigenous Cultural Competency training will be required for this role (e.g. San’yas or equivalent.)

Can-SOLVE CKD is a national network; therefore, some travel will be required, mostly within Canada. The role will also require some flexibility in work hours from time to time, including early mornings, evenings, weekends, and overtime as needed to ensure the success of Can-SOLVE CKD events. The position is a full time, one-year contract role, with the possibility of renewal and extension subject to funding and performance.

Organizational Status

The Can-SOLVE CKD Network is Canada’s largest-ever kidney research initiative. It is a national partnership of patients, researchers, health care providers, and policy-makers working to transform treatment and care for Canadians affected by chronic kidney disease. The network is changing the culture of kidney research by coordinating and conducting innovative projects shaped by patients’ experiences and priorities. It is also creating resources and national infrastructure that enhance Canada’s ability to lead innovative kidney health research. It is a large and complex interdisciplinary organization composed of over 400 individuals from coast to coast, an overall budget exceeding $50M and 27 research projects.

The Administrative Coordinator reports to the Executive Director, with some day-to-day work assignment and work direction provided by the Finance Manager. They will work closely with the core operations team and interact with key stakeholders, including patient partners and researchers, based at a variety of academic institutions, and other partner organizations across Canada. They will be required to deal with sensitive matters that require tact and discretion and manage confidential information. Much of the work of the network involves interactions with patient partner volunteers.

Equity and diversity are essential to research and the work of Can-SOLVE CKD. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or a person who identifies as First Nation, Metis, Inuit, or Indigenous. Can-SOLVE CKD welcomes a broad range of applicants and accommodations are available for candidates taking part in all aspects of the selection process. Indigenous Cultural Competency training will be required for this role (e.g. San’yas or equivalent)

Work Performed

Network and Office Management

• Coordinates a variety of one-time and ongoing initiatives relating to advancing the Network’s strategic plan and annual workplans.
• Responsible for prioritizing, developing, and assessing administrative needs, determining workflow, and setting priorities and goals.
• Provides confidential administrative support to the Executive Director, national Steering Committee, Patient Governance Council and other network structures
• Oversees the calendar of events for the Network, Executive Director and Operations Team.
• Provides a broad spectrum of administrative support for research activities within the network, including:
  • Coordinates a variety of information management initiatives including overseeing the maintenance and accuracy of email lists and directories for the Network’s councils, working groups, research projects and committees, archival, software licenses. Responsible for maintaining records, filing systems and cloud-based storage.
  • Coordinates IT maintenance of office equipment, provides basic IT support (triaging when necessary) to team members and Patient Partners with Can-SOLVE CKD email accounts.
  • Responsible for liaising with building management and property staff for maintenance and office needs.
• Monitors online training platform usage, responds to queries and directs questions to the appropriate operations team member.  Tracks and keeps accurate database records of training module completions
• Provides HR support; fields online applications and organizes interviews.
• Contributes to a respectful, inclusive working environment.
• Performs other duties as required.

Event Planning

• Coordinates, organizes and executes network workshops and events (e.g. seminars, conferences, symposiums, etc.), including the national network-wide annual meeting
• Researches and secures appropriate venues (from across Canada and the US) for events, negotiates requirements with vendors and venues, including hotel rooms, meeting rooms, food & beverage, audio visual etc.
• Provides logistical coordination of events: preparing and distributing responding to inquiries on events, arranging venues and catering, arranging IT/technicians support to facilitate assembling and distributing workshop/conference materials, providing on-site event coordination, arranging volunteer coordination and providing post-event follow-up and preparing brief reports of the event.
• Working with the UBC Travel Agency, assists with travel requirements for conferences and meetings, including hotels, flights, ground transportation, etc. for core staff and patient partners.

Finance Support

• Ensures all documentation is gathered accurately for requisitions, travel claims, honorariums, and credit card payments. Completes paperwork for financial processing.
• Coordinates accounts payable
• Monitors office expenses.
• Maintains records and filing systems.
• Provides assistance to Finance Manager as needed.

Consequence of Error/Judgement
Can-SOLVE CKD is an interdisciplinary research network whose success depends on fruitful collaboration between diverse groups, engagement of patient partner volunteers and other stakeholders. Work requires initiative, creativity, and attention to detail. The incumbent must be capable of managing and coordinating a number of complex tasks at the same time, often with strict deadlines. The position requires the ability to manage the work effectively, seeking clarification on the management of project priorities, schedules, and resource requirements as needed. The individual must also be able to work effectively under pressure to meet deadlines. Accuracy is essential since errors may negatively affect Network projects, the patient community, future funding, and the reputation of the Network and partners. Initiative, tact and advanced problem-solving skills will be required in order to maintain good relations with all members
Supervision Received
The Research and Administrative Coordinator works independently under broad direction and minimal supervision. Work is performed in accordance within authorized prescribed limits. Work requires ongoing prioritization. Independent judgement must be exercised in selecting or interpreting information, and reconciling deviations from standard methods. Jobs are governed generally by broad instructions, objectives, and policies. Work pressures, peak periods, multiple demands, deadlines or interruptions frequently impact task completion ability.
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

• Experience providing executive level support.
• Proven administrative experience in a large and complex organization.
• Strong organizational, problem-solving, planning and analytical skills and possess exceptional attention to detail.
• Experience in managing projects that involve a variety of stakeholders.
• Must be highly proficient in word processing, spreadsheet, and presentation, project planning and scheduling applications.
• Strong communication skills, both orally and in writing, with proven ability to communicate professionally and tactfully.
• Proficient in the use of English grammar, spelling, punctuation and professional terminology.
• The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to work independently and cooperatively both within the Can-SOLVE CKD network community and with external stakeholders.
• Ability to effectively manage multiple tasks and priorities.
• Ability to exercise judgment, tact, discretion and diplomacy.
• Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.