Executive Coordinator

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title
Executive Coordinator

Department
Administrative Management | Department of Psychiatry | Faculty of Medicine

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

Posting End Date
April 25, 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 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 Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 800 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.
This position provides confidential and complex administrative and secretarial support to the Department Head, Director of Institute of Mental Health (IMH) and the Mood Disorders Directors in the Department of Psychiatry. The incumbent will be responsible for managing all aspects of the Department Head's, IMH Director's and the Mood Disorders Directors intensive and demanding calendar including the scheduling of meetings and appointments from individual to large group and committee meetings; arranging for phone or teleconferencing calls; and booking of travel arrangements. The incumbent plays a significant role in organizing projects, committees and events, as well as responsible for reconciling research grants and monitoring expenditures for the Mood Disorders Program.
The incumbent will be expected to accommodate requests to meet with the Department Head, IMH Director and Mood Disorders Directors, identify urgent matters of high importance and independently redirect and/or resolve complex inquiries and issues as appropriate based on the understanding of the Head's, Mood Disorders Directors and IMH Director's priorities and decide which inquiries, requests and problems to handle on own initiative and/or to redirect.
Organizational Status

As a member of the Department of Psychiatry administrative team, this position reports to the Director of Administration and receives daily work directions from the Department Head, Mood Disorders Directors and IMH Director. Work direction for new projects and initiatives is provided by the Department Head, IMH Director and/or Director of Administration.
The incumbent will liaise with internal UBC units as well as BC Health Authorities and external organizations.
This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.
Work Performed

• Acts as personal and confidential administrative assistant to the Department Head and IMH Director.

• Screens and deals with a high volume of requests for meetings with the Department Head and IMH Director; exercises tact and discretion in prioritizing requests for complex and sensitive situations; determines which matters require urgent attention and responds appropriately or refers to the Department Head, IMH Director and/or the Director of Administration as necessary. Adapts appropriately to changing requirements and needs in regard to scheduling details.

• Maintain regular communication with the Department Head and IMH Director to ensure the calendar is up to date and aware of all items; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations in dealing with members of the Department, senior government, University, and Health Authority officials, donors, students and the general public, while keeping the Department Head and IMH Director informed.

• Responds to e-mail, telephone and in-person inquiries from Department members, Faculty of Medicine, other UBC units, health authorities and the general public, either general or complex in nature; communicate, on behalf of the Department Head and IMH Director, with Hospital Directors, Division Heads, Chairs and academic representatives, other departments and hospital administration as appropriate.

• Triages, redirects, and tracks the Department Head's and IMH Director's incoming and outgoing paper and electronic mail. Prepares, drafts and transcribes correspondence, reports and other documents, from handwritten materials, brief oral instructions or notes, tapes, and/or e-mails; deals with highly sensitive and confidential information; must exercise tact and discretion.

• Prepares and distributes agendas, minutes and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, videoconferencing connection; takes minutes and meeting notes as required.

• Assembles and maintains bring forward materials from a variety of sources for the Department Head and IMH Director; maintains a "bring forward" system to follow up on correspondence, meetings, deadlines, etc.

• Coordinates all travel arrangements for the Department Head and IMH Director; these arrangements are often of a complex nature and require a high level of coordination; prepares complex reimbursement of travel expenses.

• Arranges for alternative signatories in the Department Head's absence.

• Organizes and coordinates Departmental events such as Annual Research Day, Annual Clinical Faculty Meeting and Dinner, Annual Festive Celebration; makes appropriate arrangements for venue bookings, travel, catering, videoconferencing connection, providing and supervising AV equipment and post-event clean up.

• Provides administrative support to the IMH; coordinates the IMH Fellowship & Scholar Program funding applications; arranges and organizes meetings, phone and teleconference calls for IMH Director, IMH's committees and boards; prepares and distributes letters, documents, reports, etc. to IMH's committees and boards and other stakeholders; works with Director of Administration to ensure appropriate, effective and efficient action is undertaken and implements appropriate administrative actions to implement outcomes of funding applications.

• Preforms other related duties and tasks as required.

Mood Disorders Program

• Acts as the primary point of contact for the Mood Disorders Program, liaises for Centre Directors with Clinicians and Research Assistants; responds to Department, University, Hospital, staff, patients as well as general public inquires (telephone, email and in-person) in a professional and courteous manner, screens and prioritizes incoming materials and requests for the Mood Disorders Program; refers inquiries to appropriate person as needed.

• Maintains the schedules and calendars of both Directors, schedules appointments, meetings and speaking engagements. Resolves scheduling conflicts and issues as needed 

• Reconciles research grant accounts, P-Cards, and assists in the monitoring of research staff expenditures and petty cash accounts; prepares invoices to sponsors, travel claims, other reimbursement and/or payment of expenses; process sessional and online billings.

• Coordinates committee, research group meetings, events and conferences, includes booking room/venue, equipment and catering.

• Prepares notes, takes, transcribes and edits minutes; transcribes clinical notes; prepares routine documents including correspondence, reports, presentations, articles, manuscripts, power point slides; excel spreadsheets and posters. 

• Updates both full time faculty members CV, prepares and updates faculty annual report as needed.

• Files and retrieves documents, maintains and archives paper and computer files, photocopies and faxes correspondence and communications as required.

• Responsible for the maintenance of equipment, orders office supplies for Mood Disorders Program.

• Preforms other related duties and tasks as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations, personnel questions, etc. Errors could have a negative impact on the Department and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.
Supervision Received

This position reports to the Director of Administration and receives daily work directions from the Department Head, IMH Director and Mood Disorders Directors. Performs familiar duties independently and in accordance with established procedures. Refers complex and unusual problems to Director of Administration.
Supervision Given
 

None. May allocate work to and train Worklearn students and temporary staff as needed, or provide orientation to new staff.

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

- Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.
- Ability to take and transcribe minutes.
- Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
- Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
- Highly effective verbal and written communication skills.
- Ability to politely screen calls and direct as appropriate.
- Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
- Ability to gather, record and organize information.
- Ability to exercise tact and discretion with confidential matters.
- Ability to exercise sound judgment.