Administrative Coordinator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
Administrative Coordinator

Department
Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education

Compensation Range
$5,622.33 - $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
February 17, 2024

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Department of Educational and Counselling Psychology and Special Education (ECPS) is the largest academic unit in the Faculty of Education, with five distinct graduate programs and contributes to the Faculty’s undergraduate/BEd programs.  The Department has 50+ full-time faculty, 15 administrative/research staff, and hires approximately 100 sessional lecturers/adjunct professors and 70 GTAs each year.  ECPS has over 500 graduate students and attracts over 3500 undergraduate enrolments per year.

The Psychological Services and Counselling Training Centre (PSCTC) is a university-based setting for psychological clinical training and research, with the administrative oversight and support provided by ECPS.

The Administrative Coordinator is responsible for the complex coordination and efficient administration, organization and operation of ECPS and PSCTC.  The incumbent develops operational policies, procedures and administrative plans, and coordinates the Department’s day-to-day administration and operation, including managing psychological clinical training support, human resource processing (non-tenure faculty, staff, and student employees), facilities and equipment, and other administrative functions of ECPS and PSCTC.   The incumbent takes initiative in establishing innovative practices and processes in support of the Department’s strategic priorities and achieving academic excellence in teaching, learning and research. This position provides advice to the Department’s senior leadership on finance, human resources, resource allocation, operations and implementation of strategic plans.
Organizational Status
Reports to the Department’s Administrative Manager with a dotted line reporting to the Academic Director of PSCTC (faculty member). Works closely with faculty, clinical supervisors, students, administrative support staff. Interacts with Dean’s Office of the Faculty of Education, Faculty Relations, Human Resources, Building Operations, IT, SRS and other administrative units as necessary across campus.
Work Performed

•    Manages the day-to-day operational and administrative functions of the ECPS and PSCTC, engaging in continuous quality improvement to ensure the service efficiency and operational effectiveness.
•    Manages ECPS operational resources and the PSCTC Test Library resources, meets operational needs and ensures smooth operation.
•    Manage ECPS and PSCTC's building services, facilities, offices, labs, and clinics, coordinating and completing work orders, service requests, and maintenance projects from initiation to completion. 
•    Responsible for the implementation of organizational changes to meet new initiatives and evolving needs to enhance productivity and streamline business processes. 
•    Develops policies and procedures for the efficient administration, organization and operation for the Department and PSCTC.
•    Manages the recruitment, appointment, orientation, and retention of over 200 non-tenure stream term faculty, adhering to the Collective Agreement and University policies.
•    Oversees the hiring of ECPS student employees, including job postings, application screening, offer generation, appointment processing, and facilitating their onboarding and orientation.
•    Coordinates in the recruitment and hiring of contract clinicians and supervisors of PSCTC; Manages contracts, service orders, invoices and payments.
•    Supervises student workers of PSCTC, collaborates with UBC Work Learn Office on the PSCTC Work Learn proposal submitting, advertising, hiring and training.
•    Anticipates operational needs, analyzes staff workloads and workflow, develops and maintains staff and student workers’ schedule for the PSCTC to ensure staff/students and systems are in place to support the operations of PSCTC.
•    Explores, proposes and implements innovative revenue generating initiatives and programs for PSCTC, including psychological assessments, workshops, seminars, etc., to provide additional financial support to the operation and growth of PSCTC.
•    Monitors ECPS and PSCTC’s operating expenses and keeps the Admin Manager informed on major expenditures; Supports the Admin Manager on operating budget preparation.
•    Liaises with Campus Planning, Building Operations, UBC IT, architects, site staff, contractors, trades personnel and suppliers, on various facility-related matters.
•    Develops ECPS administration documentation retention policy and PSCTC clinical record management procedures. Manages the implementation of such policies and procedures.
•    Manages ECPS and PSCTC Health & Safety matters and initiatives; authorizes key requests to department space and access to secure areas with key cards. 
•    Leads special projects, including the development and implementation of new services and systems.

Consequence of Error/Judgement
This position requires an extensive knowledge of University policies, procedures and practices, good judgment and the ability to work independently and as a team. Work requires a high level of judgment, initiative, attention to detail and high standards of quality. Errors in judgment may lead to inefficiency of operations, and/or delayed results, and could harm the reputation of ECPS and PSCTC. Exercises judgment and initiative in handling matters within established policies and procedures while assessing and establishing priorities.
Supervision Received
Works under general direction of the Department’s Administrative Manager and the Academic Director of PSCTC.
Supervision Given
Directly manages two CUPE 2950 support staff including training, motivating, coaching, scheduling, assigning tasks, supervising and evaluating as needed.  Supervises student workers of PSCTC.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

Preferred Qualifications
•    Effective interpersonal, oral and written communication, organizational, supervisory, and decision-making skills.
•    Ability to deal effectively with a wide variety of individuals including faculty, staff and students.
•    Ability to take initiative.
•    Ability to exercise tact and discretion.
•    Ability to exercise sound judgment in complex situations.
•    Strong organizational, problem-solving, critical thinking, planning and analytical skills required. 
•    Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines.
•    Ability to foster collaboration and work in a team setting.
•    Demonstrated experience in facilities management preferred.
•    Client service experience is an asset.