Executive Coordinator

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:

Classification Title:
Administration, Level A

Business Title:
Executive Coordinator

Faculty of Medicine

Medicine - Dean's Office

Salary Range:
$57,260.00 (minimum) - $68,738.00 (midpoint) - $82,485.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

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

Job Summary

This position is responsible for the coordination and completion of a variety of projects related to the efficient administration, organization and operation of the Managing Director, Faculty of Medicine (FoM) . The incumbent works with the Managing Director on a daily basis dealing with complex issues of the Faculty of Medicine Governance & Administration, including Faculty and Staff Human Resources, Finance and Facilities.

Responsible for the strategic, operational and administrative organization of the Managing Director. Manages strategic priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the initiatives and goals. Manages the Managing Director's commitments, requests for information, meetings and makes the appropriate linkages with the other members of the FoM Dean's Executive team. Conducts research , advising options and courses of action. Manages mandates of strategic planning and governance and administrative committees and strategic planning groups, ensuring that they fulfill their mandates in the most efficient and timely manner. Confidentiality, tact and diplomacy are critical to this position. This position directly manages an administrative support position, and supervises the office workflow of support staff in the Office.

This position deals with highly confidential and sensitive material and matters, relating to faculty administration, government and health authorities. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Office of Research, the operating procedures and functions of its departments, university policies and procedures and related organizational protocols.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty - comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed

Manages various projects and parts of projects for the Faculty of Medicine, this includes: identification, implementation, review, and management of all aspects of the project cycle including analyzing and evaluating outcomes and providing advice on improvements.

Ensure the Managing Director is kept abreast on new developments that are related to various projects and meetings.

Responsible for a variety of projects to ensure the efficient administration, organization and operation for the Managing Director.

Analyze information provided internally or by external agencies and writes/drafts various communications on behalf of the Managing Director.
Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the Managing Directorin support of current issues.

Prepares briefing notes and plans for the Managing Director by analyzing, researching and drafting notes for review.

Serves as the primary point for the Managing Director; communicates on behalf of the Managing Director as needed.

Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Managing Director, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.

Directly supervises the t Executive Coordinator Administrative Assistant (CUPE 2950); responsible for recruitment, performance review, discipline as needed.

Writes/initiates drafts of confidential communications for the consideration of the Managing Director pertaining to the units and faculty; inter-Faculty and University matters; external relations and activities. These communications will deal with sensitive matters and must be prepared using extreme diplomacy.

Deals with faculty members, staff and others in a professional manner. Consistent with the Faculty's professional Standards documents, the Faculty is committed to the highest level of professionalism in all interactions.

Other duties as required.

Supervision Received

Reports to the Managing Director.

Supervision Given

Manages one CUPE 2950 staff and may supervise temporary staff or students. Responsible for making hiring, performance, evaluation and termination decisions.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Office of the Dean and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. 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.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.


Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. UBC experience preferred. Experience providing executive level support. Proven administrative experience in a large and complex organization. Experience working with individuals at senior levels. Experience in managing projects that involve a variety of stakeholders. Knowledge of University policies, procedures, governance and administrative systems preferred. Ability to effectively facilitate groups to achieve appropriate outcomes. Strong organizational, problem-solving, planning and analytical skills and possess an excellent attention to detail. Must be highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications. Proficient in the use of English grammar, spelling, punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. 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 UBC community and with external stakeholders. Ability to effectively manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy. Pro-active cognizant of conflicting priorities with the ability to advise and direct resolutions.

Equity and diversity are essential to academic excellence. 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 status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.