Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)
Job Title
Administrative Coordinator, Office of the Associate Dean, Fraser
Department
Fraser Initiative | Medical Undergraduate | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
August 3, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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, Office of the Associate Dean, Fraser, provides confidential administrative and coordination support to the Associate Dean, Fraser, the Assistant Dean, Fraser for the Vancouver Fraser Medical Program (VFMP), and the Administrative Manager, Fraser.
Working closely with senior leadership in the Faculty of Medicine and the Fraser Health Authority, this role is critical in supporting engagement and fostering effective working relationships with internal and external parties, including confidential and sensitive matters. A high level of integrity is required in maintaining confidentiality.
This position will be responsible for managing all aspects of the Associate Dean, Assistant Dean, and the Administrative Manager’s intensive and demanding calendars, including the scheduling of large group and committee meetings, booking of travel arrangements, and organizing catering. They will be expected to accommodate requests to meet with the Associate Dean, Assistant Dean, and Administrative Manager, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which enquiries, requests and problems to handle on their own initiative.
As the Office is responsible for education-specific strategic initiatives and priorities within the Fraser region, the incumbent hired into this position must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex, fast-paced environment of the Faculty of Medicine.
The position is structured at 1.0 FTE status and is based out of Surrey Memorial Hospital (SMH). The incumbent will occasionally be required to work flexible hours with occasional travel to other sites (e.g., Royal Columbian Hospital, Djavad Mowfaghian Centre for Brain Health, Gordon Leslie Diamond Health Care Centre, UBC Vancouver campus, etc.) to support operational activities within the Office of the Associate Dean, Fraser. This position is eligible for hybrid work structure within operational needs.
Organizational Status
Our Vision: To Transform Health for Everyone.
The Office of the Associate Dean, Fraser provides strategic leadership and coordination for academic and research initiatives within the Fraser region, supporting the Faculty of Medicine’s mission to advance learning and improve health outcomes across British Columbia. The office works in alignment with the Vice Dean, Education; the Regional Associate Dean, Vancouver Fraser; the Associate Dean, Student Affairs; the Associate Dean, Postgraduate Medical Education; the Associate Dean, Health Professions; and other senior leaders to implement and enhance educational programs and research activities in the region.
The Administrative Coordinator, Office of the Associate Dean, Fraser reports to the Administrative Manager, Fraser; however, in the interim, it reports to the Executive Coordinator, Office of the Vice Dean, Education. Receives work direction from the Associate Dean, Fraser and the Assistant Dean, Fraser, Vancouver Fraser Medical Program (VFMP).
Work Performed
- Supports the time and commitments of the Associate Dean, Fraser, Assistant Dean, Fraser, Vancouver Fraser Medical Program (VFMP) and the Administrative Manager, Fraser (Fraser leadership). Reviews and assesses requests for meetings to ensure they meet the portfolio’s constantly changing goals and priorities; and exercises judgement as to the best use of Fraser leadership’s time. Responsible for room booking, arranging videoconferencing connections, and arranging catering as required.
- Uses diplomacy, persuasiveness, discretion and tact in prioritizing meeting requests and in all interactions with internal faculty and staff leaders, Health Authority officials, donors, learners, and the general public. Identifies conflicts, creates plans/provides solutions and strategies, and keeps Fraser leadership apprised of their evolving schedule at all times.
- Liaises with the Associate Dean, Fraser and the Assistant Dean, Fraser, VFMP Clinical Secretary, to ensure scheduling conflicts are addressed as needed.
- Coordinates committee and working group meetings where the Associate Dean, Fraser is the Chair. Prepares and distributes agendas and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, and videoconferencing connection; takes minutes and meeting notes as required; tracks and follows up on various committee members or guests on outstanding action items.
- Plans and executes Fraser-based events by managing all aspects of event logistics, including scheduling, venue coordination, vendor and supplier arrangements, communications, and on-site execution. Ensures events are delivered on time, within budget, and with appropriate staffing and resource allocation.
- Prepares correspondence, forms, and other documents in either draft or final format, much of which may be sensitive and confidential, from handwritten materials, brief oral instructions or notes, tapes, and/or e-mails.
- Assembles, maintains and brings forward materials from a variety of sources for the Associate Dean, Fraser and Assistant Dean, Fraser, VFMP’s attention to support them with meeting preparation.
- Researches, prioritizes, and suggests appropriate course of action, referral or response on matters identified by the Associate Dean, Fraser and Assistant Dean, Fraser, VFMP.
- Deals with external and internal parties, faculty members, staff, and others in a professional manner on behalf of the Associate Dean, Fraser and Assistant Dean, Fraser, VFMP by phone, e-mail, and in person.
- Manages the Office of Associate Dean, Fraser’s physical and electronic records, including databases, directories and distribution lists. Ensures a records management system is applied when filing records, creating/maintaining records, culling existing records, and packaging/filing records away for archiving.
- Coordinates travel arrangements for the Associate Dean, Fraser and the Assistant Dean, Fraser, VFMP as required. Prepares reimbursement of travel expenses.
- Coordinates the day-to-day activities of the Associate Dean, Fraser Office, including but not limited to: facilitating equipment, supplies, space safety, shared space booking through Engage, furniture, technology, security and access requests.
- Maintains the procedural manual for this position.
- Provides support to education-related events (external to the Associate Dean, Fraser Office), as needed.
- Provides coverage as needed to support the Vice Dean, Education and other education unit portfolios.
- Performs other tasks as required.
Consequences of Error/Judgement
This position requires judgement, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential information. Errors in judgement with internal and external constituents, or ineffective communication, will compromise the effectiveness and efficiency of the Associate Dean, Fraser, on matters relating to education and research, and could reflect negatively on the Faculty of Medicine and the University in legal action, negative public relations, financial costs, and loss of credibility. Unusual issues should be brought to the attention of the Associate Dean, Fraser, the Assistant Dean, Fraser, Vancouver Fraser Medical Program (VFMP), or the Administrative Manager, Fraser.
Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgement. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high-profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.
Supervision Received
This position reports to the Administrative Manager, Fraser; however, in the interim, it reports to the Executive Coordinator, Office of the Vice Dean, Education. Works closely with and takes direction from the Associate Dean, Fraser and Assistant Dean, Fraser, Vancouver Fraser Medical Program (VFMP). Performs duties independently and in accordance with established procedures.
Supervision Given
Provides onboarding and training as needed, explains work procedures to new staff, temporary staff, students and/or volunteers.
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.
- Highly effective verbal and written communication skills.
- Highly effective interpersonal and organizational skills.
- Exceptional attention to detail is required.
- Ability to exercise considerable judgement on a daily basis and work independently and as a team, in a complex environment while developing and maintaining cooperative working relationships.
- Ability to plan, schedule, and organize a variety of projects, events, and/or initiatives, often concurrently.
- Ability to adapt to changing priorities, set work priorities, multi-task, work under pressure and meet deadlines in a fast-paced environment.
- Ability to plan ahead, anticipate problems and issues and provide recommendations for consideration.
- Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
- Ability to exercise tact and discretion with confidential matters.
- Ability to support a diverse group of people (faculty, staff, learners, others) over calls, emails and in-person in a calm, courteous and professional manner. Re-directing as appropriate.
- Ability to gather, record, and organize information.
- Ability to compose correspondence, report presentations, meeting minutes and other written materials using clear concise business English.
- Strong knowledge of file and records classification systems and processes.
- Experience with videoconferencing and teleconferencing an asset.
- Ability to use MS Office suite (e.g. Sharepoint, OneDrive, Teams, Outlook) at an intermediate level.
- Ability to use internet applications and tools (e.g. Zoom, Strawpoll, etc.) at an intermediate level.
- Ability to type 60 wpm, transcribe dictation and operate a normal range of office equipment.
- Knowledge of University policies, procedures, governance and administrative systems preferred.
- Ability to work after regular hours and weekends as required.
- Ability to travel between local sites as required.
- Experience providing executive level support and working with individuals at senior levels in a public institution an asset.